The advent of cloud storage has out-rightly eliminated the stress of handling cluttered paper work. Hence, employers are able to save time and at the same time, improve workflow. So, if you are looking to cut down your usage of paper documents and improve efficiency, you are in the right place. This article provides you with six of the best document management software to choose from.
Document Management software, otherwise known as Document Management Systems (DMS), are computer programs, specially designed to track, streamline, and manage documents and workflow, with the main objectives of reducing workload and speeding up workflow.
Follow through this post, to get a comprehensive view on some of the best available tools for managing documents.
Document management software to improve efficiency at the office
eFileCabinet is arguably the leading document management software today. It is built to facilitate storage, retrieval, and sharing of office files. The software’s function, however, goes beyond document management, as it is also equipped with accounting and HR management tools.
eFileCabinet hosts two support variants: the desktop version (Windows 10 compatible) and the mobile version, specially designed for mobile devices.
This document management software hosts a function known as “cloud-view”, which enables users to back up their files on the cloud, directly via the software’s platform. With this, users can easily view and extract files via any device, provided such device is connected to the internet.
Also, eFileCabinet fulfills every necessary industry compliance, including SEC, HIPAA, FINRA and other standard requirements.
Furthermore, the software works perfectly well with SecureDrawer, a unique sharing function, which serves as an end-to-end file sharing platform between you and your clients.It is able to integrated seamlessly with variety of third-party software like MS Outlook, secure eSignature, scanners, printers and more.
Lastl,. eFileCabinet document management software offers both online and on-premise services. The software offers two weeks free trial to new users, after which they can subscribe to a paid plan at a starting price of $15.
- Editor’s Note: If you’re interested in other document and file software, check out our wide collection of guides.
OpenKM is, without doubt, one of the most popular document management software in the market. It is a highly versatile enterprise-grade management software, which is built to execute office tasks, ranging from document management to workflow automation to administrative functions.
The tool is specially designed for Windows computers. However, it can also be accessed via a host of other desktop operating systems such as Linux.
Basically, the document management software hosts a dynamic set of modules, which run the entire management operations of the software. Some of these modules include: Electronic invoicing, eSignature, Cryptography (for file encryption & decryption), Barcode, Mail Archiver and more.
Also, the software’s flexible design enables it to seamlessly integrate with relevant office tools like AutoCAD, WordPress, Google Drive, Microsoft Office and more. It also features a pluggable authentication system, which can be connected to external databases or servers like SQL, Oracle, MySQL and few others.
In light of the foregoing, users are afforded the opportunity of streamlining their entire workflow to improve efficiency. Hence, this document management software is seen by many as more of a project management software than an ordinary document manager.
OpenKM offers two basic plans to new users: OpenKM Community and OpenKM Professional. The former is available for free (with limited features), while the latter, with more powerful features, is a paid plan and it is offered by quote (custom pricing).
To get more information about the software’s system and download requirements, log on to OpenKM download website.
Templafy is arguably one of the best document management software in the market today. It is an all-round utility tool, which is designed to efficiently store, retrieve and share office documents. It is a cloud-based platform that supports all forms of computer systems and mobile devices.
For convenience, there are also designated versions for desktop (Windows inclusive) and smartphones (mobile apps).
Basically, Templafy facilitates storage of files and team collaboration by eliminating the conventional, disjointed, process of working across different platforms.
The document management software streamlines all essential workplace tools, especially document-generating tools like MS Office, on a single platform, thereby providing you with a unified workflow.
Furthermore, Templafy hosts a fairly navigable interface, which makes it ideal in low-tech work environment, as every team member is able to give feedback, share files and create documents with unimaginable ease.
All these are channeled via a single feed, and it is monitored by the admin (employer), to ensure every requirement, and quality standard are met.
Lastly, like most durable utility tools, Templafy doesn’t come cheap. In fact, it is conveniently one of the most expensive document management software in the market. It is available at a fixed subscription rate of $355 per month. However, there is a free trial period prior to full subscription. Visit their official website to get more information.
SutiDMS, a product of SutiSoft, is one of the most comprehensive document management software in the market. It is equipped with an array of tools for managing and organizing documents, sharing files, keeping records and improving team collaboration.
It is an online, web-based, software that is supported across board on both desktop and mobile devices.
In addition, SutiDMS features a set of multi-function tools, which include a modifiable dashboard, document library, OCR document capture, multiple integrations (with MS Outlook, Gmail and Yahoo Mail), file merging, document archiving and retention, eSignature and forums among others.
The software basically serves as the ultimate storage, where you can keep all your documents, and its web-based functionality ensures you can access and retrieve documents at anytime.
Nevertheless, this document management software offers an enterprise pricing, which is available by quote.
There are two lower plans: the Premium plan and the Professional plan. The Professional plan is designed for a maximum of 10 users and it is available at the rate of $18 per User (per month). The Premium plan, on the other hand, is meant for a medium scale organization with less than 500 employees, and it is available at the rate of $20 per user (per month).
FileHold is a fully integrated document management solution, which incorporates different sets of functions to provide users with a centralized storage and simplified work process. The software is one of the few document management software, which are specially designated for Windows 10 PC and other versions of Windows (7/8/8.1). Nevertheless, it can also be accessed via web browsers on Linux and Mac computers.
The software’s features are categorized under “standard”, “optional”, “custom” and “document scanning & Imaging”. Some of these features include metadata capture (document tagging), calendar, electronic forms, eSignature, OCR (server side), auto-filling, SmartSoft capture and more.
Also, FileHold hosts the capability to integrate with a set of third party software like MS Office, MS Active Directory, MS SharePoint and more. All these facilitate file storage, retrieval and sharing, as well as workflow coordination.
Lastly, FileHold offers two basic pricing plans; FileHold Express and FileHold Enterprise. The Express plan is designed for small businesses of less than 20 employees, while the Enterprise plan is ideal for larger organizations or teams with more than 20 members.
Both plans’ subscription rates are, however, only available by quote. You can send an email to FileHold’s sales team to get a quote for your business.
- READ ALSO: 8 best OCR software for Windows 10
M-Files is one of the best document management software available today. It is most significant for its “duplication analysis” function, which is designed to protect users against document duplication. It is a cloud-based DMS; hence, it is supported on both desktops and mobile platforms.
There are also designated desktop versions (for Windows 10/8.1/8/7), as well as mobile apps for selected mobile devices.
Besides that, this document management software for Windows 10 hosts an organized storage, where documents are aptly organized and saved. It analyzes document searches by correlating file names with other related indicators like dates and projects. As such, the software is able to easily eliminate duplicates.
Also, its unified platform facilitates workplace efficiency by improving tasks assigning (from employer to employees), and task execution and delivery (from employees to employer). The end result is improved productivity.
Furthermore, M-Files is a flexible DMS, which can easily be integrated with tools like MS Office and a host of CRM tools like Salesforce. This makes it ideal for virtually all types of businesses. Also, there are three basic deployment options on offer, including on-premise, cloud-based and hybrid (combined).
M-Files offers one month free trial to new users, after which they can easily upgrade to the enterprise plan, which is offered by quote.
Today, there is decreasing usage of paper documents across the globe, with many organizations, schools and government institutions preferring the convenience of paperless storage to the cumbersomeness of paper files and folders.
Hence, there is a continuous demand for standard and durable document management software. With regards to this demand, we have compiled some of the best document management software in the market, to facilitate your decision making, as to which DMS to employ for your business.
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Editor’s Note: This post was originally published in December 2018 and has been since updated for freshness, and accuracy.