A document management system software is designed to manage, organize, and store documents electronically. It works by providing a centralized location for users to store, retrieve, and share documents securely. The software automates document workflows, making it easy to collaborate, track changes, and maintain version control.
Document Management System Software
From its creation to its destruction, you will no longer lose any trace of your documents by using collaboration software. Document management systems can be used for:
Our selection of 21 document management system software
Pricing on request
Streamline document management with intuitive software that simplifies file storage, retrieval and sharing.
Say goodbye to cumbersome paper-based systems thanks to this cloud-based software, which offers secure access to documents from anywhere. With powerful search capabilities, version control and audit trails, it's easy to stay organised and compliant.
Read our analysis about DocuWare Learn more To DocuWare product page
Pricing on request
Streamline document management, improve collaboration and boost productivity with this powerful software.
Manage, organise and access all your documents from a single platform. Customisable workflows, version control and secure access for remote teams. Integrate with other systems for seamless collaboration.
Read our analysis about M-Files Learn more To M-Files product page
Paid version from €100.00 /month
A powerful portal software that streamlines communication and collaboration between teams, clients and partners.
With features like task management, file sharing, and secure messaging, this software enables seamless workflows and improves productivity. Its user-friendly interface and customisable dashboards make it easy to manage projects and track progress.
Read our analysis about Clustdoc Learn more To Clustdoc product page
Paid version from US$99.00 /month
Streamline your knowledge management process with this software that organises your information and makes it easily accessible.
With this software, you can create a centralised knowledge base, organise your content into categories, and customise your documentation with branding and formatting options. Its search functionality and analytics provide insights into user behaviour and content performance, allowing you to continually improve your knowledge management process.
Read our analysis about Document360 Learn more To Document360 product page
Pricing on request
Streamline your document management with powerful features and intuitive interface. Easy search and retrieval, secure access and sharing, and automated workflows.
Dokmee's robust document management system offers advanced features such as OCR, version control, and audit trails. Customizable permissions, integrations with popular apps, and cloud-based storage make it a comprehensive solution for businesses of all sizes.
Read our analysis about Dokmee Learn more To Dokmee product page
Pricing on request
A document management system that streamlines your workflow, improves collaboration and ensures compliance.
Logiciel Open Bee™ organises and secures your documents, provides version control, enables remote access and integrates with existing systems. Its powerful search engine and OCR technology make finding and extracting information easy.
Read our analysis about Logiciel Open Bee™ Learn more To Logiciel Open Bee™ product page
Pricing on request
Streamline document management with a cloud-based solution. Automate workflows, access and share files securely, and increase productivity.
Kimios DMS is a powerful document management tool that simplifies the handling of files. Its intuitive interface allows for easy collaboration and version control, while the automation of processes saves time and reduces errors. With secure access from anywhere, teams can work together seamlessly to achieve their goals.
Read our analysis about Kimios DMS Learn more To Kimios DMS product page
Pricing on request
Streamline document management with this SaaS software. Features include file sharing, version control, and search functionality.
With this software, you can easily collaborate on documents with colleagues and clients. Set up user permissions, track changes, and access files from anywhere. Plus, the search function makes finding the right document a breeze.
Read our analysis about OpenKM Learn more To OpenKM product page
Pricing on request
Streamline document management with our cloud-based software. Enjoy easy file sharing, secure storage, and access from anywhere.
Capture ontheGo simplifies your document management process. Organise files in one place, set user permissions, and automate workflows. With built-in security measures and seamless integration with other tools, you can focus on growing your business.
Read our analysis about Capture ontheGo Learn more To Capture ontheGo product page
Paid version from €4.00 /month
Efficiently collaborate on documents with ease using a cloud-based software. Share, edit, and comment on documents in real-time.
This document management system allows you to seamlessly work with others on the same document, avoiding the need for emailing back and forth. The software automatically saves changes and provides revision history, eliminating the risk of losing work.
Read our analysis about Google Docs Learn more To Google Docs product page
Paid version from €90.00 /month
Efficiently manage and share documents with ease. Streamline workflows and ensure compliance with robust security measures.
SharePoint 2016's document management system allows for easy collaboration and version control, reducing errors and increasing productivity. The software's security features ensure that sensitive information is protected, while its search capabilities make finding documents quick and easy.
Read our analysis about SharePoint Learn more To SharePoint product page
Pricing on request
Streamline document management with our software. Access, edit and share files easily.
HistoCyb's Document Management System simplifies the document management process by providing easy access to files, allowing for quick editing and secure sharing. With HistoCyb, businesses can streamline their document management process and increase productivity.
Read our analysis about HistoCyb Learn more To HistoCyb product page
Paid version from €390.00 /month
Streamline your document management with our software. Organize, search and share files with ease.
Our document management system offers intelligent search, automatic tagging, and secure sharing capabilities. Increase productivity and collaboration with Outmind.
Read our analysis about Outmind Learn more To Outmind product page
Paid version from €9.99 /month
Powerful document management system with advanced OCR technology for easy organisation and retrieval of documents.
Fileee is a feature-rich software that enables users to easily upload, organise and retrieve documents. Its advanced OCR technology recognises text in scanned documents, making them searchable and editable. It also offers customisable tags, automatic categorisation, and secure cloud storage for easy access anytime, anywhere.
Read our analysis about fileee Learn more To fileee product page
Paid version from €17.00 /month
Organize, share and store documents securely. Automate workflows and increase productivity.
Amagno's Document Management System allows you to easily manage and share documents while maintaining security. Its automation features streamline workflows, saving time and increasing productivity.
Read our analysis about Amagno Learn more To Amagno product page
Pricing on request
Streamline document creation and management with powerful software that automates workflows and reduces errors.
Boost productivity with Clausebase's intuitive interface, customisable templates, and advanced collaboration tools. Stay compliant with automated legal updates and a built-in knowledge base.
Read our analysis about Clausebase Learn more To Clausebase product page
Pricing on request
Streamline document management with intuitive software that simplifies file storage, sharing, and collaboration.
With this powerful document management system, users can easily organise files, track changes, and access documents from anywhere. Advanced security features protect sensitive data, while user-friendly interfaces and automated workflows streamline processes and boost productivity.
Read our analysis about Docutain Scanner SDK Learn more To Docutain Scanner SDK product page
Pricing on request
Efficiently store and manage your documents with advanced search and access controls.
With its powerful search capabilities and customisable access controls, this software streamlines document management. Its intuitive interface and robust storage options make it a top choice for businesses seeking a reliable and scalable solution.
Read our analysis about Nuxeo Learn more To Nuxeo product page
Paid version from US$1.99 /month
Efficient document management solution with cloud storage, collaboration tools, and seamless integration with other Google products.
"Google Drive offers users the ability to securely store and access files from anywhere with an internet connection. The software's collaboration tools allow for real-time editing, commenting and sharing with team members, making it an ideal solution for remote work.
Read our analysis about Google Drive Learn more To Google Drive product page
Paid version from US$5.00 /month
Streamline document management with cloud-based software. Collaborate, store and share files effortlessly.
With advanced features like version control, user access controls and integration with other tools, Zoho Docs makes document management a breeze. Access your files from anywhere, on any device with ease.
Read our analysis about Zoho Docs Learn more To Zoho Docs product page
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2Document Management System software: purchase guide
What is a document management system?
Definition
A document management system is a web application that allows you to store all your company's files (invoices, payslips, purchase orders, technical documents, emails, videos, etc.) in a cloud and access them for viewing or editing.
Some popular document management systems include: FlyDoc, Kimios, Esker on Demand
How does it work?
Document management systems centralises and organises your digital files. Offered in SaaS mode, your employees connect to the tool from a Web browser (PC, Smartphone or tablet):
- To consult documents or request access rights
- To edit documents
- To share files
- To enrich the file database
- To delete items
The administrator can manage the access rights of users and documents: read-only, modify, share, no access.
Some document management system includes cloud storage space. However, the software can interface with your managed NAS storage server.
What are the main features of document management systems?
Digitization of documents
First, you import all the files of your company:
- You upload digital documents via a simple drag and drop to a folder or subfolder
- You use OCR (Optical Character Recognition) technology and take pictures of papers from your smartphone
- You synchronise the software to your email
To simplify paper archiving, you can connect the tool to your scanner, photocopier, or digital copier.
The document manager supports:
- All your files: administrative documents, contracts, payslips, purchase orders, supplier and customer invoices, etc.
- All formats: PDF, Word, Excel, Powerpoint, image, video, Google Doc, sharepoint, etc.
To archive your documents correctly, you gradually structure a logical tree structure (by individual, project, team, function, etc.) and store your documents in the different folders and sub-folders. You can also find your files by entering keywords in the tool's search engine.
The computer tool recognises documents in similar formats and indexes them automatically. For example, your invoices are stored in your "Invoice" folder.
Document management in the tool
The following functions are at the heart of document management:
- Consultation of documents
- Enterprise Content Management (ECM)
- Simultaneous editing and co-editing
- Nominative or grouped sharing of documents
- Data backup with version history
- Deleting and restoring documents
- Adding comments and tags
Some documents require the use of the workflow engine to manage requests and rights. For example:
- A request to consult or download a sensitive document
- A request to share a file with an internal or external person (customer, partner) to the company
- A modification that requires upstream validation: naming, deletion, electronic archiving, etc.
- Etc.
The administrator of the document or application is automatically notified of the request and can accept or reject it.
A shared document is automatically notified by email to its recipient. A file that is too large can be sent by e-mail as a downloadable link.
Collaborative workspaces
Some document management systems include a collaborative portal per project on which teams can exchange:
- Share documents (intranet or extranet)
- Chat on a live chat, conduct surveys
- Use a task manager
- Receive notifications
- Consult the agenda of the team or a member
With the synchronisation feature, you have a folder on your desktop that lists all the elements of your drive. You can view the documents and modify them if you have the right to do so.
Locally modified documents are automatically uploaded as a new version into your document manager and the workstation of your team members.
In offline mode, it will automatically synchronise when the connection is restored.
A cybersecurity tool
Document management system vendors offer different levels of security to ensure the integrity of your files:
- End-to-end encryption of your data (SSL certificate)
- Secure cloud in protected data centers
- Multi-factor and multi-device authentication (NFC, IP, time, biometric, QR Code, etc.)
Some solutions integrate the key functionalities of digital safes such as electronic signature or digital archiving with probative value.
Who uses document management systems?
Dematerialising documents is a current trend that makes documents accessible and shareable. A very small business can be have a single folder on its hard drive, an office automation tool and an outsourced backup. However, accounting firms, local authorities, large businesses, etc. should use document management systems to manage their knowledge base.
This solution is usually installed by the IT department and then used by various departments to manage contracts, improve customer experience and relationship, etc.
Why are the benefits of using document management systems?
The dematerialization of documents makes it possible to manage the life cycle of all files by eliminating laborious paper archiving. However, it has some disadvantages.
Advantages
- No more paper; documents are filed online and easily accessible
- Facilitates collaborative project management between team members
- Saving time and employee productivity
- Protection against data leakage and falsification
- Cloud computing solution: no fear of losing data if hosting equipment is stolen
- Compatible with all types of ERP (SAP, Oracle, Infor, Sage, Microsoft, etc.) and all elements of the information system (CRM, CMS, Enterprise Social Network, CAD, BPM, etc.)
Disadvantages
- If the tool fails, you risk losing everything if you do not have an external backup planned.
- Using the publisher's cloud can be risky if the supplier stops its activity
- Before subscribing to a document management system, it is necessary to ensure that there is a data reversibility clause in the event of a contractual breach.
- Risk of synchronisation problems if two individuals modify the same document offline
Document Management System softwares: Q&A
When looking for document management system software, it's important to look for features like document indexing, search functionality, version control, document security, automated workflows, and integration capabilities. These features will help you effectively manage your documents while improving efficiency and productivity.
Document management system software offers numerous benefits for companies, including improved document organization, increased productivity, reduced costs, enhanced security, streamlined workflows, and easier collaboration. With a document management system in place, you can improve the way your company handles documents and increase efficiency across all departments.
There are many great document management system software options available, including Microsoft SharePoint, Google Drive, Dropbox Business, Box, and Adobe Document Cloud. Each software has unique features and capabilities, so it's important to assess your company's specific needs and choose the software that best meets those needs.
There are several free document management system software alternatives available, including OpenKM, LogicalDOC, Alfresco, SeedDMS, and Nuxeo. These software options offer basic document management functionalities, such as document storage, indexing, and search capabilities. However, they may have limited features compared to paid options.
