Categories   >   Document Management Software
Last Reviewed: November 20th, 2024

Best Document Management Software Of 2024

What is Document Management Software?

Document Management Software's (DMS) primary objective is to organize, store, manage, and track electronic documents. This tool is key to overcoming the chaos of unorganized file cabinets or hard drives filled with scattered files. This software saves time (no more endless searching for documents), improves security (advanced role-based access), and enhances collaboration with features like real-time editing and version control. Some DMS platforms use Artificial Intelligence to automate processing and categorizing of documents. These tools are especially beneficial to organizations with substantial paperwork like legal, financial, or healthcare industries. However, they require an up-front investment and significant storage space, which may pose challenges for smaller entities. In summary, DMS acts as an electronic filing cabinet that improves document accessibility, enhances security, promotes collaboration, and makes your document-dependent processes more efficient. It is a modern solution to age-old organizational problems.

What Are The Key Benefits of Document Management Software?

  • Enhanced Document Organization
  • Improved Document Security
  • Streamlined Workflow Efficiency
  • Facilitates Real-time Collaboration
  • Assures Regulatory Compliance
  • Eliminates Paper Clutter
  • Easy Document Retrieval
  • Aids Version Control
  • Cost and Time Savings
  • Environmental Sustainability
Read more

Overall

Based on the latest available data collected by SelectHub for 107 solutions, we determined the following solutions are the best Document Management Software overall:

WordPress
WordPress
Start Price
$4
Monthly, Freemium
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked WordPress

Is WordPress still the word on the street for website creation this year? While starting as a humble blogging platform, WordPress has evolved into a robust content management system (CMS) powering a significant portion of the internet. Users praise its flexibility and extensive plugin ecosystem, which allows for a high degree of customization and scalability, making it suitable for simple blogs and complex e-commerce sites. This adaptability is further enhanced by the availability of thousands of themes and the ability to modify the platform's code directly, giving developers granular control over the final product.

However, this strength can also be a weakness, as the learning curve for WordPress can be steep for beginners unfamiliar with web development. Managing security and updates can also be challenging without technical knowledge, potentially leading to security vulnerabilities or site downtime. Users often point to the need for additional plugins, even for basic functionality, which can lead to performance issues if not carefully managed. Despite these drawbacks, WordPress remains a popular choice for businesses and individuals seeking a powerful and adaptable platform to build their online presence, particularly those with some technical expertise or the resources to hire a developer.

Pros & Cons

  • Flexibility: WordPress is known for being highly customizable, allowing users to tailor their websites to their specific needs, from blogs to e-commerce sites.
  • Plugin Ecosystem: Users consistently praise the extensive plugin library available, which extends the functionality of WordPress websites, offering solutions for various business needs.
  • Community Support: A strong and active community provides ample resources, tutorials, and support forums, making it easier for users to find solutions and get help when needed.
  • Theme Availability: A vast selection of themes allows users to easily change the design and layout of their website, offering both free and paid options to suit different budgets.
  • User-Friendly Interface: WordPress is often commended for its intuitive interface, making it relatively easy for users to manage content, even without extensive technical expertise.
  • Technical Issues: WordPress' reliance on plugins and themes can lead to technical difficulties, especially for users without technical expertise. Troubleshooting plugin conflicts, theme compatibility, and website errors can be time-consuming and require additional support.
  • Security Vulnerabilities: The open-source nature of WordPress and its reliance on third-party plugins can create security vulnerabilities if not properly maintained. Regular updates, security plugins, and strong passwords are essential to mitigate these risks.
  • Website Maintenance: WordPress requires ongoing maintenance, including updating plugins, themes, and the core software. Neglecting these updates can lead to security risks, performance issues, and compatibility problems, potentially disrupting business operations.

Key Features

  • Content Publishing: Share content with a click of a button. Insert content from Google Drive while maintaining formatting or type it in directly to the content editor, place images and then simply publish the content to make it go live on the web. 
  • Plug-ins: Customize tools by choosing from over 55,000 downloadable plugins. SEO optimization, anti-spam protection, site-building features and more are available for download. Browse product descriptions, ratings and support content on the vendor’s site. 
  • Themes: Choose from over 8,000 different, preset themes or customize your own theme, utilizing the Theme Developer Handbook to assist in the development process. 
  • Mobile App: Draft, edit, publish and more from anywhere via the mobile app, available on both iOS and Android devices. Activate push notifications to keep in-the-know with the site’s activity and follower communications. 
  • Security: Keep your content and site safe with a dedicated security team made up of approximately 50 experts that use sophisticated security tools to continuously monitor common security issues identified by the Open Web Application Security Project (OWASP). Report potential security breaches using WordPress HackerOne. 
  • Versatility: Create a blog or website of any kind, from photo blogs to business sites, a magazine site and more. 
  • Search Engine Optimization: Comes with built-in search engine optimization (SEO), encouraging search engines to gather information included in the content to increase traffic. SEO plug-ins are also available. 
Prezi
Prezi
Start Price
$3
Monthly, Freemium
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked Prezi

User reviews from the last year suggest that while Prezi has a steeper learning curve than traditional presentation software, its unique features make it a compelling choice for those seeking to make a lasting impression. Prezi's standout strength lies in its visually engaging, non-linear presentation style. Unlike the rigid, slide-based format of PowerPoint, Prezi allows users to create dynamic presentations where they can zoom in and out of different topics, creating a more captivating and memorable experience for the audience. One user lauded Prezi's ability to "grab students' attention more than the typical slideshow" due to its "moving element and ability to...embed videos." However, this innovative approach comes at a cost – literally. Several users have pointed out that Prezi's pricing can be a bit hard to swallow, especially when compared to free alternatives like Google Slides or Canva.

Another common gripe is Prezi's occasional performance hiccups, with users reporting instances of lag or crashes, particularly when working with complex presentations packed with multimedia elements. This can be a deal-breaker for some, especially in high-stakes presentation scenarios where a smooth delivery is paramount. Despite these drawbacks, Prezi's ability to create immersive and visually captivating presentations makes it a favorite among users who want to break away from the monotony of traditional slide-based presentations. Its collaborative features, allowing multiple users to work on a presentation simultaneously, further sweeten the deal for teams.

In a nutshell, Prezi is best suited for individuals and teams who prioritize visual storytelling and engagement over a simple, linear presentation style. If you're willing to invest the time to master its unique interface and are looking for a presentation tool that can help you deliver a truly memorable experience, Prezi might just be the perfect fit. However, if budget is a concern or you're short on time, sticking to more traditional presentation software might be a more pragmatic approach.

Pros & Cons

  • Visually Appealing: Prezi's zooming user interface and customizable templates bring life and energy to presentations, making a great first impression.
  • Engaging Delivery: The non-linear format allows for dynamic transitions between topics, facilitating storytelling and boosting audience engagement.
  • Collaborative Creation: Multiple users can contribute to a Prezi presentation concurrently, which is a big help for teams working together.
  • Learning Curve: Prezi's unique zooming interface, while visually appealing, can pose a challenge for new users who may need extra time to familiarize themselves with the platform.
  • Performance Issues: Complex presentations with numerous elements and transitions can sometimes lead to lag or crashes within Prezi, potentially disrupting the flow of a presentation.
  • Cost: Prezi's pricing structure, while offering various tiers, may be considered expensive by some business users, especially when compared to free alternatives or more established presentation software.

Key Features

  • Present: Present information for lectures, demonstrations and more in an interactive, engaging way. 
    • Reveal:  Create a unique experience by revealing content during presentations via seamless “zoom reveal” transitions. 
    • Templates: Jump-start by utilizing ready-to-go templates or preexisting, reusable presentations. Or, upload a PowerPoint. 
    • Visuals: Drag-and-drop story blocks, text, graphs, charts and to quickly create and customize presentations. Create a reusable color theme that matches company branding. 
    • Accessibility: Access presentations anywhere, anytime via the cloud, or download for offline presenting via the desktop app. Use a mobile device as a remote presentation clicker. 
    • Presenter Tools: Presenter view allows hosts to see upcoming slides on a separate display, create presenter notes for key point reminders and share PDF documents of presentations. 
  • Video: Present in real time or record meetings and training to save and send at a later time. Appear alongside content as it’s presented to maintain an engaging, personal connection. Easily share the recordings by sending a link via Slack, Google Chat or other messaging apps. 
  • Design: Create and edit interactive visuals that are easily shareable and customizable via a drag-and-drop editor. Personalize presentations by including interactive designs such as infographics, dashboards, maps, charts and more. 
    • Animations: Add animated GIFs, graphs and eye-catching transitions to keep users engaged. 
    • Design Tools: Choose from thousands of high-quality images, videos, gifs and more or upload existing content from a personal device. Enhance visuals by editing image brightness, contrast and more. Image masking allows users to choose patterns or stencils to lay on top of images. 
    • Data: Display data via easy-to-read graphs and charts, insert maps from personal files or choose from the vendor’s map library. Utilize tooltips or callouts to give additional context to data points within the presentation. Embed CSV, XLX and XLXS files and integrate with Amazon Redshift, MySQL and more. 
    • Sharing: Download in various file formats, including JPG, PNG and PDF, for web sharing or printing. Share designs as a link. 
  • Integrations: Connect with popular enterprise tools such as Zoom, Microsoft Teams, Google Meet and more to create an integrated workspace. 
SharePoint
SharePoint
Start Price
$5
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked SharePoint

Can you pinpoint a time when SharePoint didn't live up to expectations? SharePoint receives generally positive feedback from users, who praise its robust document management, version control, and seamless integration with other Microsoft products. These features are highly valued because they streamline workflows and boost productivity for teams. Users particularly appreciate the centralized platform for document storage, collaborative features like team sites and discussion boards, and automation capabilities through Power Automate. The robust search functionality and customization options, including web parts and site templates, further enhance its appeal.

However, some users have reported synchronization issues when co-authoring large Excel files, which can be a major drawback for teams heavily reliant on Excel collaboration. Additionally, some users find the user interface outdated, although still relatively user-friendly.

Overall, SharePoint is best suited for teams and organizations seeking a comprehensive platform for document management, collaboration, and automation. Its tight integration with the Microsoft ecosystem makes it a natural choice for organizations already invested in Microsoft products. However, teams heavily reliant on real-time collaboration in Excel might need to consider workarounds or alternative solutions to mitigate the synchronization issues.

Pros & Cons

  • Centralized Platform: SharePoint provides a unified hub for teams to store, organize, and access files, fostering seamless collaboration and eliminating data silos.
  • Version Control: The platform's robust version history feature allows users to track changes, revert to previous versions, and maintain document integrity, which is crucial for collaborative work.
  • Integration with Microsoft Suite: SharePoint's tight integration with familiar tools like Word, Excel, and PowerPoint streamlines workflows, allowing users to co-author documents and collaborate in real-time.
  • Workflow Automation: Through Power Automate integration, businesses can automate repetitive tasks, such as approvals and notifications, saving time and reducing manual effort.
  • Co-Authoring Large Files: Syncing issues can arise when multiple users simultaneously edit large Excel files, leading to potential data loss or version control problems.
  • Outdated User Interface: Some users find the interface outdated compared to more modern collaboration platforms, which can lead to a steeper learning curve, especially for new users.

Key Features

  • Seamless Collaboration: Accelerate teamwork with dynamic team sites for every project, division and department. Easily share resources, files, news and data across teams. Streamline team tasks by customizing the site. Collaborate securely and effortlessly with people inside and outside the organization using any internet-connected device. 
  • Information Sharing: Improve transparency and cohesion by informing employees throughout the intranet. Share common applications and resources on home portals and enhance efficiency. Share organizational stories with communication sites and use apps to share targeted news items. 
  • Harness Knowledge: Discover insights, information and expertise with a powerful search engine to make informed decisions. Maximize knowledge velocity with valuable conversations and connections. 
  • Business Process Transformation: Transform business processes like approvals, notifications and complex workflows to enhance productivity. Use workflows, forms and custom apps to enhance the digital experience. 
  • Insights:  Display data on a site by leveraging SQL and Excel servers and integrate with Microsoft Access. Leverage dashboards and KPIs to convert raw data into actionable insights to make smart business decisions. 
  • Customizations: Configure master pages and customize apps to enhance the look of the company’s web page. Customize pre-built templates or create fresh templates to create in-depth branding while maintaining consistency. 
LibreOffice
LibreOffice
Start Price
$0
Free, Open-Source
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Why We Picked LibreOffice

Is LibreOffice truly a "suite" spot for productivity, or does it leave users feeling "office-less"? User reviews from the past year reveal a mixed bag. On the upside, LibreOffice consistently receives praise for its cost-effectiveness, being a breath of fresh air for budget-conscious users. Its compatibility with Microsoft Office file formats is another major win, ensuring seamless transitions and collaboration. For instance, a research technician highlighted the ease of opening and editing .docx files without needing a Microsoft license. However, this compatibility isn't without its hiccups, as some users report formatting inconsistencies when importing complex documents. One user lamented that "many features do not open correctly when importing from Microsoft," particularly highlighting issues with special conditioning and formulas in spreadsheets.

A key differentiator for LibreOffice is its open-source nature, fostering a vibrant community that contributes to its development. This translates to continuous updates and a plethora of extensions, allowing users to tailor the suite to their liking. However, this strength also reveals a weakness: the user interface. While some appreciate its familiarity to older versions of Microsoft Office, others find it outdated and less polished compared to modern, paid alternatives. This dichotomy in user experience extends to the learning curve, with some finding it intuitive while others stumble upon a steeper climb, especially those accustomed to the slicker interfaces of commercial suites.

Overall, LibreOffice proves to be a solid choice for individuals and organizations prioritizing cost-effectiveness and seeking a robust alternative to paid office suites. Its compatibility with various file formats and active community support make it a strong contender. However, those who demand a polished user experience and seamless compatibility for complex documents might find themselves yearning for the premium features of paid options.

Pros & Cons

  • Cost-Effective: LibreOffice is a free and open-source office suite, making it a budget-friendly choice for businesses.
  • Feature-Rich: It offers a comprehensive set of applications, including word processing, spreadsheets, presentations, graphics, and databases, comparable to paid office suites.
  • Cross-Platform Compatibility: LibreOffice is available for various operating systems, including Windows, macOS, and Linux, enabling seamless collaboration across different platforms.
  • File Format Compatibility: It boasts compatibility with various file formats, including those used by Microsoft Office, ensuring smooth document sharing and collaboration with users of other office suites.
  • Performance Issues: Users have reported slowness, particularly when working with large or complex documents, which can hinder productivity.
  • Outdated Interface: Some users find the interface outdated compared to modern office suites, which can make it less intuitive to use.

Key Features

  • Open Source: LibreOffice is developed by a community of volunteers and is freely available for anyone to use, modify, and distribute.
  • Cross-Platform Compatibility: It runs on Windows, macOS, and Linux, ensuring accessibility across different operating systems.
  • Comprehensive Suite: Includes Writer (word processor), Calc (spreadsheet), Impress (presentation), Draw (vector graphics), Base (database), and Math (formula editor).
  • File Format Support: Supports a wide range of file formats, including Microsoft Office formats like DOCX, XLSX, and PPTX, as well as its native OpenDocument Format (ODF).
  • Customizable Interface: Users can personalize toolbars and menus to suit their workflow, enhancing productivity and ease of use.
  • Advanced Styles and Formatting: Offers robust style management, allowing users to apply consistent formatting across documents with ease.
  • Extensive Template Library: Provides a variety of templates for documents, spreadsheets, and presentations, helping users start projects quickly.
  • Macros and Scripting: Supports macros written in multiple languages, including Python and JavaScript, for automating repetitive tasks.
  • Data Analysis Tools: Calc includes features like pivot tables, scenario managers, and advanced charting options for in-depth data analysis.
  • Collaboration Features: Track changes, comments, and version control are available, facilitating collaborative work on documents.
  • Language Support: Offers extensive language support with dictionaries, thesauri, and hyphenation patterns for numerous languages.
  • Accessibility Options: Includes features like high contrast mode and screen reader support to accommodate users with disabilities.
  • Regular Updates: The community-driven development ensures frequent updates with new features, security patches, and bug fixes.
  • Integration with External Tools: Can be integrated with other software and services, such as content management systems and cloud storage solutions.
  • Portable Version: A portable version is available, allowing users to run LibreOffice from a USB drive without installation.
  • Extensive Documentation: Comprehensive user guides and community support forums are available to assist users in troubleshooting and learning.
  • Digital Signatures and Encryption: Supports digital signatures and document encryption to enhance document security and authenticity.
  • Mail Merge Capabilities: Facilitates the creation of personalized documents like letters and labels by merging data from external sources.
  • Image and Media Handling: Offers tools for inserting and editing images, charts, and multimedia elements within documents.
  • Formula Editor: Math component allows users to create complex mathematical formulas and equations with ease.
Webflow
Webflow
Start Price
$14
Monthly, Freemium
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Webflow

Webflow has been making waves in the website creation scene, garnering a bunch of positive buzz from users over the past year. Folks are raving about how easy it is to use, even if you're not a coding whiz. They love the drag-and-drop interface and the huge library of templates that make designing a website a breeze. Plus, Webflow packs a punch with features like a built-in CMS, e-commerce tools, and SEO optimization, which means you can build a website that looks slick and functions like a dream. However, some users have mentioned that Webflow's pricing can be a bit steep compared to other website builders like Wix or Squarespace, and it might have a steeper learning curve for complete beginners. But, if you're looking for a platform that gives you more control and flexibility over your website's design and functionality, Webflow is definitely worth checking out.

So, who's Webflow's ideal user? It's perfect for freelancers, entrepreneurs, and small businesses who want a professional-looking website without having to hire a developer. It's also a great choice for designers who want more creative freedom and control over their projects. Webflow's powerful features and flexibility make it a solid option for anyone who's serious about building a website that stands out from the crowd. Ready to dive in? Webflow: Where design flows freely.

Pros & Cons

  • Visually build and manage content: Webflow's Editor provides a visual interface for content management, allowing users to easily create and update website content without needing to code. This is particularly helpful for users with limited technical expertise or those who prefer a more intuitive approach to content management.
  • Design freedom and customization: Webflow offers a high degree of design flexibility, empowering users to create custom websites that align with their brand and vision. The platform provides a wide range of design tools and features, enabling users to control the look and feel of their website without limitations.
  • SEO features and integrations: Webflow includes built-in SEO tools and integrations to help users optimize their websites for search engines. These features can assist in improving website visibility and organic search rankings, making it easier for potential customers to find the website.
  • Limited Content Management: While Webflow excels in design, its content management capabilities might feel restrictive for users accustomed to traditional CMS platforms like Wordpress. Content editors may find the interface less intuitive and the content organization less flexible.
  • Ecommerce Limitations: Webflow's built-in ecommerce functionality, while constantly improving, may not be as robust or feature-rich as dedicated ecommerce platforms like Shopify. Users with complex online stores might encounter limitations in areas such as product variations, shipping options, and payment gateways.
  • Pricing Structure: Webflow's pricing structure, particularly for ecommerce plans, can be a deterrent for some users, especially when compared to open-source CMS options or platforms with more affordable ecommerce plans. The cost can escalate as your website's needs grow.
  • Learning Curve: Webflow's powerful design tools come with a steeper learning curve compared to simpler website builders. Users without prior web design experience may need to invest time in learning the platform's interface and functionalities.

Key Features

  • E-Commerce: Create a new revenue stream and build a business around any product. Enhance customer experience with a no-code approach. Feature the most popular products and highlight specific attributes, images and other information. Attain complete control over designing and customizing elements like the logo and colors. Create a blog and feature products in it to drive sales. 
  • Boost Integration: Integrate with Zapier, Printful, Shippo, QuickBooks, Mailchimp and more to streamline, manage and execute the shipping process, accounting activities and operations. 
  • Manage Leads: Connect forms to preferred email platforms to grow audience and advertise and promote new items, deals and special offers. 
  • Content Management System: Create content structure, add necessary content and design it visually. It works well for editors, designers and developers. 
    • Flexible layout: Easily add all the elements required and pull data from the CMS without any layout restrictions. 
    • Sort and Filter: Hide unrequired content, conditionally display content and divvy up based on a given field. 
    • Customized Search Experience: Design the search experience from scratch. Manage and control the content that visitors discover on the site. 
    • Seamless Editing: Get rid of chunky and disconnected dashboards. Add and edit on the live website and publish with a click. Make edits and allow the changes to appear across the site consistently. 
    • Real-Time Collaboration: Give access to teammates and clients to work on the website to make necessary edits and additions to the content. 
    • Structured Content: Build the schema and connect it to the desired design rather than restricting it to inflexible templates, complex codes or blog-centric content structures. 
    • Content Migration: Import content from a spreadsheet or CMS and export it to use anywhere. 
    • Custom Webhooks: Fire actions when an item is updated, added or deleted. 
  • SEO Support: Employ fine-tuned controls, high-performance hosting and content management tools to optimize the website SEO. Use codes that search engine indexing bots can analyze. Employ visual development tools to satisfy developers. Manage SEO settings with Open Graph. Optimize meta descriptions, page titles and alt texts without using external plugins. 
  • Scalable Hosting: Offer a hosting platform when a project is ready to be published. Ensure quick website loading and accessibility, and handle high traffic rates. 
  • Interactions and Animations: Empower designers to develop rich and complex animations without any code. Achieve precise reveal animations, progress bars, parallax and other effects. Catch visitors’ attention by linking animations and movement to cursor positions. Create rich hover animations and choose from 20 built-in animations and interactions. 
iLovePDF
iLovePDF
Start Price
$3.96
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Key Features

  • Access Controls/Permissions
  • Activity Dashboard
  • API
  • Authentication
  • Collaboration Tools
  • Compression
  • Convert to PDF
  • Data Import/Export
  • Document Automation
  • Document Capture
  • Document Generation
  • Document Management
  • Document Review
  • Document Storage
  • Document Templates
  • Drag & Drop
  • Electronic Signature
  • Encryption
  • File Conversion
  • File Recovery
  • Full Text Search
  • Merge/Append Files
  • Offline Access
  • Optical Character Recognition
  • PDF Conversion
  • PDF Reader
  • Search/Filter
  • SSL Security
  • Third Party Integrations
  • Watermarking
Panopto
Panopto
Start Price
$1
Monthly, Quote-based
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Key Features

  • Video CMS: Access and stream video from anywhere, anytime without having to limit file sizes or convert to a specific video file format. Includes a robust video editing tool to facilitate accessibility and in-video quizzes. 
    • Video Cloud: Host private, internal videos securely in one place where administrators and employees can upload, share and view an unlimited number of them. Mirrored storage and recordings prevent data loss in case of outages and system failures. 
    • Drag-and-Drop Upload: Upload one or hundreds of videos at a time by simply dragging and dropping from a desktop, iOS or Android device. 
    • Video Transcoding: Import videos in virtually any format including AVI, MP4, ASF, WMV and much more, all viewable on any desktop, tablet or mobile device using HTML5.  
    • Mobile Apps: Accessible on iOS and Android, record videos, browse through video libraries, schedule new recordings, share videos and more. ;
    • In-Video Quizzing: Create and add multiple choice, checkbox and true-false questions to appear directly on recordings. Choose whether viewers can retake quizzes or view correct answers, then review quiz results to learn more about the test-takers’ abilities.  
    • Captioning: Add captions to videos to meet federal accessibility requirements. Edit how and where captions appear once a video is captioned and utilize variable speed playback (VSP) to allow viewers to speed up or slow down videos based on their personal needs. 
    • Brand Customization: Personalize video portals and video player controls by uploading a brand logo and accent colors.  
  • Video Recording: Record video presentations and messages in high definition alongside visuals from a computer screen, browser or another recording device. 
    • Accessibility: Record both online and offline from virtually anywhere on any recording device that can connect to a computer, including camcorders, webcams and more. 
    • Interactive Video Player: Create a table of contents for video recordings using Smart Chapters, which allow viewers to browse and select specific topics in videos. Customize video views, speed playback, notes and captioning.  
    • Smart Camera: Transform any webcam into a smart camera with AI technology that follows customers around a room by zooming and panning. Record videos with blurred or virtual backgrounds for a professional and unique backdrop. 
    • Video Editing: Trim and clip videos, embed videos from outside sources such as YouTube, combine existing video content and more. 
    • Live Stream: Instantly turn a video presentation into a live stream video. 
    • Video Conferencing: Store, manage and share recorded meetings from video conferencing solutions such as Zoom, Webex Meetings, GoToMeeting and BlueJeans in one easy-to-access location. 
    • Virtual Reality: Allow viewers to see virtual simulations, demonstrations, tours and more using 360-degree virtual reality technology on the platform’s mobile platform or any VR headset. 
  • Live Streaming: Create a high-quality, live webcast that can be instantly viewed on-demand once recording has ended. Share the webcast with an unlimited number of viewers or customize who has access to view it by requiring viewers to log in first. Viewers can add closed-captioning, pause, rewind, replay and more with DVR controls, as well as add comments and questions in a discussion thread alongside the webcast.  
  • Analytics: Receive comprehensive reports on audience engagement by seeing which videos are viewed the most and when viewers tend to stop watching. Analyze performance of live stream videos in real time to assist with troubleshooting. Integrate analytical tools such as Google Analytics to get reports on live and historical data. 
  • Security: Keep files secure with single sign-on (SSO) ID management solutions such as Google Apps, SAML, Active Directory and more. Also provides LMS authentication systems for both desktop and mobile customers. Customize access and sharing permissions for entire video libraries or individual videos. 
  • Smart Search: Browse through the content that’s actually in videos, thanks to automatic speech recognition (ASR) technology that captures every word spoken in uploaded videos and optical character recognition (OCR) that indexes every word that appears in videos. Search through slides shown by presenters and digital notes taken by viewers during a video presentation. Supports search for up to 15 different languages. 
  • Integrations: Connect the platform with other popular tools and technologies, as well as internal infrastructures and processes. 
    • LMS: Record, view, search and manage videos without leaving popular LMS applications such as Canvas, Blackboard, Brightspace and more. 
  • Collaboration: Share information from meetings, automate workflows and create a seamless communication experience by integrating with popular communication apps. 
  • Video Capture Hardware: Utilize pre-existing hardware used for video recording to manage remote recordings, live stream, publish videos and more.  
  • Hive Insights: Track video and event performance through live data such as quality of experience, quality of service, total viewers and more. 
  • Inplayer: Monetize premium video assets behind a secure paywall, allowing pay-per-view or subscription payments, worldwide. 
Drupal
Drupal
Start Price
$0
Open-Source
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Drupal

Don't "drupal" the ball when it comes to choosing the right content management system (CMS) for your needs. Drupal has been around for over two decades and has garnered a reputation for being a powerful and flexible platform, but it's not without its quirks. User reviews from the past year paint a picture of a CMS that's a bit of a mixed bag, with some folks singing its praises and others scratching their heads in frustration.

Drupal's biggest strength is its flexibility. It's like a chameleon, able to adapt to a wide range of website needs, from simple blogs to complex e-commerce platforms. This is largely thanks to its extensive library of modules and themes, which allow users to add all sorts of bells and whistles to their sites. However, this flexibility comes at a cost: complexity. Drupal has a steeper learning curve than some other CMS options like WordPress, and it can be a bit overwhelming for beginners. It's like trying to assemble a piece of furniture from IKEA without the instructions – doable, but definitely not a walk in the park.

So, who is Drupal best suited for? It's a great choice for organizations with complex website needs and the technical know-how to navigate its intricacies. If you're looking for a CMS that you can truly make your own and are willing to put in the time to learn the ropes, Drupal could be your perfect match. However, if you're a beginner or need a quick and easy solution, you might want to consider a more user-friendly option. Remember, the CMS landscape is constantly evolving, so it's always a good idea to check out the latest reviews and comparisons before making a decision.

Pros & Cons

  • Highly Customizable: Drupal is known for its flexibility, allowing users to create highly customized websites without extensive coding knowledge. The availability of numerous modules and themes empowers users to tailor their sites to specific needs and preferences.
  • Scalability: Drupal's architecture is designed to handle websites of all sizes, from small personal blogs to large enterprise applications. Its ability to scale efficiently makes it a suitable choice for projects with growth potential.
  • Strong Security: Drupal has a reputation for robust security features and a dedicated security team. Regular updates and security patches help protect websites from vulnerabilities and potential threats.
  • Active Community: Drupal boasts a large and active community of developers and users who contribute to its development, provide support, and share knowledge. This vibrant community fosters collaboration and innovation within the Drupal ecosystem.
  • Steep Learning Curve: Drupal's robust features and flexibility come at the cost of complexity, making it challenging for beginners to grasp. The learning curve can be daunting for users accustomed to more intuitive content management systems.
  • Module Dependency Issues: Drupal's modular architecture, while offering extensive customization, can lead to compatibility issues between modules. Resolving these conflicts often requires technical expertise, causing frustration for users seeking a seamless experience.
  • Performance Overhead: Drupal's feature-rich nature can impact website performance, especially on shared hosting environments or with numerous modules enabled. Optimization may be necessary to ensure smooth operation and fast loading times.

Key Features

  • Content Authoring: Publish and deploy content across multiple platforms from one place. Connect marketing tools such as marketing automation, CRM, analytics and more to build and manage sites, build multichannel digital experiences and customize mobile web browsers and apps. 
  • Security: Keep data secure with access controls, database encryption, Denial of Service (DoS) and more. Prevent security failures with its strong coding standards and community code review process, continuously monitored by a team of security experts. Prevent malicious data entry, resolve issues before exploitation and share information via security reports. 
  • Performance: Ensure websites keep up with high traffic volumes by working with an advanced CDN provider, guaranteeing uptime without server outages. Run over a million performance checks per day and implement technology that scales across server clusters, providing customers with quick availability. 
  • Multilingual: Automated translation for over 100 languages makes every aspect of content accessible to viewers across the globe. Detect a site visitor’s preferred language based on information such as IP address, browser settings and more. 
  • Accessibility: Allow customers with disabilities to create, access and consume content, following the World Wide Web Consortium (W3C) guidelines. Utilize structured metadata that is intelligible by screen readers and provide editorial tools to apply accessible content creation capabilities.  
  • Marketing Automation: Integrate marketing automation platforms to assign rules for tasks such as sending prospects email offers, assigning them to particular lists or using AI such as chat bots to deliver information. Refine marketing processes with no licensing costs by streamlining workflows, creating real-time sales alerts, managing data in bulk and more. 
  • Personalization: Deliver a personalized customer experience by analyzing site visitor’s clicks and decisions at each data point to create a profile for them. Leverage information such as geolocation, browser history, device type and behaviors to deliver tailored marketing messages, recommended products and more. 
  • Content as a Service: Manage and deploy content for a variety of websites and services from one location in a preconfigured development environment. Design reusable content, deliver content in various layouts, scale regardless of size and more using the platform’s unbarred infrastructure and APIs. 
PandaDoc
PandaDoc
Start Price
$19
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked PandaDoc

PandaDoc helps organizations create quotes, forms, contracts and other business documents along with securing eSignatures. The system’s strength lies in its user-friendly interface that facilitates quick document creation. Users also praised its robust customer support. Also, integration with CRMs like HubSpot, Salesforce, Pipedrive and Zoho helps simplify tasks.
However, some reviewers noted that it lacks extensive capabilities, particularly in the free version. Many reviewers also reiterated that it doesn’t allow them to edit sent documents and that some emails end up in the recipient’s spam folder. There’s also room for speed improvement. Overall, the product is well-suited for SMBs looking to create customized, branded proposals.

Pros & Cons

  • Ease of Use: Over 92% of users who mentioned this feature said the platform is easy to navigate, which helps compile proposals quickly.
  • E-Signature: All the users who referenced this aspect mentioned that they could seamlessly collect eSignatures.
  • Integration: Connecting to CRMs is easy and helps streamline several processes, as stated by 77% of reviewers talking about this feature.
  • Customer Support: About 67% of users mentioning customer service said that it replies promptly and resolves issues quickly.
  • Functionality: According to 59% of users, PandaDoc lacks template variety and has formatting issues.
  • Loading Time: The software is slow to load and lags at times, according to 100% of reviewers who mentioned this aspect.

Key Features

  • Forms: Collect information, payment and e-signatures from buyers, employees or applicants through forms. Embed them on websites or share via direct link without a code. Create editable forms for job applications, surveys, leave requests, order forms and more. 
  • Proposals: Create personalized, high-closing and accurate documents by opting from more than 450 pre-existing templates. Set auto-reminders, add brand-specific content and receive notifications in real time when involved parties open, view or sign proposals. 
  • Tracking and Analytics: Analyze recipient behavior like clicks, views and PDF downloads via reports. Optimize engagement by A/B testing multiple document variants. Gain actionable insights by reviewing metrics like the last page view, total and percentage of time spent on each page, and more. 
  • Quoting: Create precise quotes with quantity configurations, direct chat and interactive pricing tables that include multiple options. Reduce manual entries and add personalizations by exporting data from CRMs. 
  • Contract Management: Streamline the sales process through digital contracts. Choose from pre-built and approved templates or customize one. Access files in a centralized database via smart search. 
    • Drafting: Send multiple contracts and create new ones by copying and automatically including client data from an existing one. 
    • Renewals: Set up the provisioning process and renewal notifications when revisiting original contracts. 
    • Redlining: Collaborate easily through custom permissions, comments on different sections and chat. 
  • E-Signatures: Digitally sign documents on the go and receive electronic certificates after every signature. Offers data protection with HIPAA, ESIGN and UETA compliance. Monitor document activities via mobile devices with embedded audit trails for additional security. 
  • Payment Processing: Facilitates real-time payments with PCI DSS compliance. Accept payments via credit and debit cards, bank transfers, merchant accounts and mobile devices. 
  • API and Integrations: Seamlessly integrate modules into the organization's apps and websites. Securely capture e-signatures, create documents within the interface, optimize workflows and receive updates via API. Leverage native CRM integrations and connect with Salesforce, Zapier, Salesmate, Omniscient, Pipedrive, Canva and more. 
CloudConvert
CloudConvert
Start Price
$8
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Key Features

  • API
  • Archiving & Retention
  • Data Import/Export
  • Document Automation
  • Document Capture
  • Document Classification
  • Document Generation
  • Document Management
  • Document Storage
  • Drag & Drop
  • File Conversion
  • File Sharing
  • Forms Management
  • Offline Access
  • Optical Character Recognition
  • Secure Data Storage
  • Third Party Integrations

COMPARE THE BEST Document Management Software

Select up to 2 Products from the list below to compare

 
Product
Score
i
SelectHub’s Analyst Rating is based on data from our 400+ point analysis of Document Management Software, user reviews, and our own crowd-sourced data from our free software selection platform. Scores are periodically updated via ongoing selection projects and user activity within our platform.
Start Price
Free Trial
Company Size
Deployment
Platform
Logo
WordPress
$4
Monthly, Freemium
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
WordPress
Prezi
$3
Monthly, Freemium
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Prezi
SharePoint
$5
Per User, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
SharePoint
LibreOffice
$0
Free, Open-Source
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
LibreOffice
Webflow
$14
Monthly, Freemium
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Webflow
iLovePDF
$3.96
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
iLovePDF
Panopto
$1
Monthly, Quote-based
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Panopto
Drupal
$0
Open-Source
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Drupal
PandaDoc
$19
Per User, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
PandaDoc
CloudConvert
$8
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
CloudConvert

All Document Management Software (107 found)

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Collabspace

by Collabware
Collabspace
Collabspace is an up-and-coming software product that ranks 103 among all Document Management Software according to our research analysts and 3 crowd-sourced reviews from 2 sources. Collabspace is most fitting for medium-to-large-sized enterprises. Collabspace can be deployed on-premise and is accessible from a limited set of platforms including Windows devices. Similar alternatives to Collabspace include Docsvault, Xpertdoc and TeamSlide.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$100 - $500
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

MyDocSafe

by DocSafe
MyDocSafe
MyDocSafe is a rising solution that ranks 104 among all Document Management Software according to our research analysts and 42 crowd-sourced reviews from 2 sources. Starting from $20, MyDocSafe is priced less than most others, has offered a free trial in the past and is most fitting for all company sizes. MyDocSafe can be deployed online. Similar alternatives to MyDocSafe include isoTracker Document Management, Qvalia and Document Logistix.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Box

by Box, Inc
Box
Box is a cloud-based tool for storing and sharing content for enterprise collaboration. It facilitates the online management of files, documents, presentations and videos anywhere and integrates seamlessly with virtually all open APIs, Microsoft Office 365, Salesforce and Adobe. Also, this enables editing, reviewing and sharing digital assets and assigning tasks to others. Team members can create workflows in minutes to speed up standard business processes without IT assistance. A centralized console grants a consolidated view of all shared content and accounts. In addition to granular access permissions, it ensures data integrity through watermarking and classification. It’s HIPAA, FINRA and FedRAMP certified.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Neat

by Layton Technology
Neat
Neat is a rising application that ranks 106 among all Document Management Software according to our research analysts and 99 crowd-sourced reviews from 1 source. Starting from $288, Neat is priced moderately and has offered a free trial in the past. Neat can be deployed in the cloud and on-premise and is accessible from a limited amount of platforms including Windows and Linux devices. Similar alternatives to Neat include Collabspace, EstimateOne and Docsvault.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$100 - $500
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

EASY DMS

by EASY SOFTWARE
EASY DMS
EASY DMS is a comprehensive software solution designed to streamline document management processes. It excels in organizing, storing, and retrieving documents efficiently, making it ideal for businesses that handle large volumes of paperwork. The software is particularly well-suited for industries such as legal, healthcare, and finance, where document accuracy and accessibility are paramount. Key benefits of EASY DMS include enhanced document security, improved compliance with regulatory standards, and increased operational efficiency. Popular features encompass automated workflows, version control, and robust search capabilities, which collectively reduce manual effort and minimize errors. Compared to similar products, EASY DMS is praised for its user-friendly interface and reliable performance. Users often highlight its seamless integration with existing systems and the ease of customization to meet specific business needs. Pricing details for EASY DMS are not readily available, so it is recommended to contact SelectHub for a tailored quote based on individual requirements.
Cost Breakdown
$1,000 or more
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Document Logistix

by Document Logistix
Document Logistix
Document Logistix offers a sophisticated document management software that streamlines the organization, storage, and retrieval of documents. It is particularly well-suited for industries such as finance, healthcare, and legal, where efficient document handling is crucial. The software's standout features include robust security measures, seamless integration capabilities, and an intuitive user interface that enhances productivity. Users appreciate its ability to automate workflows, reducing manual tasks and minimizing errors. Compared to similar products, Document Logistix is praised for its reliability and user-friendly design. Pricing details are not readily available, so it's advisable to contact SelectHub for a tailored quote. This software is ideal for businesses seeking to improve document management efficiency and ensure compliance with industry regulations.
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

isoTracker Document Management

by isoTracker Solutions
isoTracker Document Management
isoTracker Document Management is a robust software solution designed to streamline document control and management processes. It is particularly well-suited for industries that require stringent compliance and quality management, such as manufacturing, healthcare, and pharmaceuticals. The software offers unique benefits like automated document workflows, version control, and secure access, ensuring that users can efficiently manage and track documents throughout their lifecycle. Popular features include audit trails, customizable templates, and integration capabilities, which enhance productivity and compliance adherence. Users often praise isoTracker for its user-friendly interface and comprehensive functionality, which stands out in comparison to similar products. While specific pricing details are not readily available, potential users are encouraged to contact SelectHub for a tailored pricing quote that aligns with their specific requirements. Overall, isoTracker Document Management is a valuable tool for organizations seeking to enhance their document management processes with precision and reliability.
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request with no obligation:
Demo Pricing

Buyer's Guide

Document Management Software Is All About Managing The Content Lifecycle

By Ashita Ahuja, Technical Writer at SelectHub

Document Management Software BG Intro

Our lives are becoming increasingly digital, and the way we do business is no exception. Modern businesses are moving away from the paper filing systems of the past, and are dealing with more content than ever, in the form of digital assets. But how do you keep your business organization with countless digital files in your hands, the number only growing by the day?

That’s where document management software comes in. It organizes your digital assets into an easy-to-use, centralized content repository, streamlining your ability to find, manage, save, share, access, edit and archive your content as needed.

If you’re looking for a way to brush up on your company’s organization techniques, document management software might be right for you. In this buyer’s guide, we’ll go over what the document management software is, how it could help your business and how to pick the best solution.

Executive Summary

  • An integral part of CMS, document management software helps businesses manage digital files efficiently.
  • Key features include version control, permissions, file locking and web access.
  • Some benefits are lower costs, less physical storage and improved security.
  • Be sure to ask potential vendors any questions you have about the software before committing to a purchase.
What This Guide Covers:

What Is Document Management Software?

Document management software is a program that allows businesses to upload, track, index, store and manage electronic versions of paper documents captured through a scanner. It's sometimes called an electronic filing cabinet, although it serves many other purposes.

The system is handy for companies with large volumes of content, especially sensitive or confidential information, as it keeps records secure with features like password protection, data encryption and permissions control. It’s also generally safer to digitize your documents instead of using paper file storage, since it keeps your files from getting lost or damaged.

Document Management Software Categories

Deployment Methods

Document management systems offer the following main deployment methods:

Cloud-based

Here, the software is hosted by the provider. You can log into the system using any device as long as you have access to a stable internet connection. The provider takes care of installation, overall maintenance and upgrades. Companies don't require an additional IT team to manage the solution.

Self-hosted

In this deployment method, the system is stored on the company server. Only some of the software available in the market are compatible with both Windows and Mac systems, so it's best to check this before zeroing in on a solution. It's an ideal method for those who prefer monitoring and controlling the system.

Primary Benefits

Primary Benefits of Document Management Software

1. Reduced Costs

Document management systems help organizations reduce costs spent on protecting and storing paper files. They also dramatically reduce costs you might incur from mistakes, like common data entry errors and paper waste.

2. Better Collaboration

A recent report by Upwork projects that 36.2 million Americans will be working virtually by 2025. The increase in hybrid working environments makes it imperative for companies to look for platforms that facilitate efficient collaboration even when employees don’t see each other face-to-face.

Document management software lets employees view and modify documents simultaneously from anywhere with an internet connection. They can access multiple versions of files, see all the changes made to each document and work together in real time, reducing time spent in back-and-forth exchanges and forwarding material.

3. Better Security

With paper documents, there's always a chance for important information to get misplaced, stolen or fall into the wrong hands. By making the transition to a document management platform, you can reduce the chances of compromising sensitive files. This also provides built-in protection from natural disasters like floods or fires.

Role-based access control ensures only certain users can access and alter specific documents. Administrators also have complete visibility into who viewed or modified any document.

4. Efficiency

According to a study conducted by DOCUdavit Solutions, 83.3% of respondents said that going paperless saved them time spent on filing and organizing records. Cutting down time spent sorting through paper files or unstructured content allows your employees to focus more on important tasks.

Implementation Goals

Goal 1

Streamline Workflows

Digitize mission-critical content and move it into a workflow, facilitating automatic storage and categorization.

Goal 2

Unify Content Access

Store digitized documents on the local computers of all users or within central servers of a networked system. Quickly locate files from a unified content repository.

Goal 3

Improve Productivity

Retrieve documents faster and more efficiently with easy, constant access to necessary information. Improve turnaround times for completed work and issue resolution.

Goal 4

Establish Transparency

Access contracts, forms, invoices and other documents in one place. Eliminate any possible discrepancies that could come from staff working on different versions of content by giving all employees access to the same information.

Basic Features & Functionality

Document Search

Browse your organization's knowledge base efficiently, searching for content by date, name, file author or other metadata.
Drag and Drop

Drag and drop documents from one folder to another. Employees can quickly move files from their desktops or personal documents to the content repository.
Version Control

Access all versions of a file or document. Reverse changes, compare different drafts and easily collaborate in real time.
File Locking

Prevent employees from making changes to a document until it’s unlocked, preventing redundant changes or unauthorized access.
Permissions

Enables users to edit or delete files as needed, and protect important documents from being viewed or altered. Admins can assign specific permissions to each employee.
Organizational Hierarchy

Categorize and tag documents according to criteria like subject and priority, allowing your staff to find information more quickly.
Web Access

Easily upload, access, modify and download files from any location with an internet connection.

Advanced Features & Functionality

Audit Trail

Track all changes made to files across the system. Admins can access detailed file information, including which users were active on the file, the date and time the file was created, and what changes were made.
System Access Control

Assign role-based permissions for viewing and editing particular files and folders. Prevent unauthorized access. Restrict certain IP addresses if required.

Industry Trends

Document management systems provide much more than just a filing system for your documents. Here are some up and coming trends you should know:

Industry Trends of Document Management Software

1. Cloud Computing

With cloud computing, documents are available for users to access anytime and from any location. Your staff doesn't have to use a specific computer or a closed network to view and edit files. Cloud-based document management also supports scalability, making it a good option for businesses of all sizes.

2. Client Portals

By giving your clients a portal, you can provide them with easy access to necessary information. Clients can view files, make inquiries, comment and download files whenever they need. They can also give you valuable feedback on your products and services.

3. Increased Cyber Security

Cybersecurity has become more necessary than ever, given the current hybrid work environment and its vulnerability to cyber attacks. According to Statista, internet users worldwide saw around 15 million data breaches in the third quarter of 2022.

Document management software comes with built-in security features that are only becoming more advanced. Data encryption, permissions control, password protection and multi-factor authentication are just a few of the ways this software helps keep your data safe.

4. Scalability

Scalable software options make it easier for organizations to grow, whether or not they plan on it. Companies can rapidly expand their digital storage as their volume of documents increases, making it easier to keep up with changing business needs.

Software Comparison Strategy

While many document management software have similar features, it can be overwhelming to decide which solution is actually best for your business.

Start by considering what your business needs. How many employees will use the program? Will they adapt to it easily, or will they need training? It’s also important to think about where your current filing system falls short, and how a document management software could help fill the gaps.

Once you have a sense of what you’re looking for in a software, start evaluating software options. Feeling stuck on figuring out what exactly your business needs? Try using our requirements template to get a clear idea of what your requirements are, and what features would address them best.

When you’ve narrowed down your software options, it’s important to research your vendor. You can check online reviews, read industry guides and ask colleagues for their recommendations. Some vendors may even offer a free trial so you can see how your employees do with the program before committing.

Cost & Pricing Considerations

The cost of document management software can vary a lot, ranging from free solutions to some that might cost you a thousand dollars a month. Expensive doesn’t always mean better, however, so make sure the software you choose actually comes with what you need.

Some programs may require a one-time payment, while others work on a monthly or annual subscription basis. Subscription hosting plans are usually cloud-based, while perpetual license plans are self-hosted. Both models can be good, depending on your budget and needs.

If you don’t want to host and manage your data yourself, you might benefit from a subscription plan where your content is hosted by the vendor company. Usually, the pricing tiers are based on the number of users, as well as other factors like the amount of storage you need.

In the case of perpetual licensing, you only have to pay an upfront fee because the servers and data are hosted and managed by you. Usually, this model comes with a recurring annual fee for maintenance and software updates. It’s best suited for larger organizations with a dedicated staff to maintain the system.

Generally, you should also ask vendors about hidden costs, especially related to implementation, employee training and customer support, to make sure you get full transparency.

The Most Popular Document Management Software

Now that you know what document management software can do, how do you decide which product is the best fit? Our analysts have curated a list of some of the top document management solutions on the market. Check out our picks below!

Box

Box is a cloud-based platform for storing and sharing content for enhanced collaboration. Users can manage files, like documents, videos and presentations, from anywhere with internet access. The platform integrates with Salesforce, Adobe and Microsoft 365. Employees can quickly create workflows and speed up business processes without the need for IT support.

Box

Viewing insights in the admin dashboard. Source

Prezi

Prezi is a web-based platform used for creating presentations for companies and individuals. It's available for desktops and laptops as well as mobile devices. Users can create interactive presentations with animation, speech bubbles, callout boxes and more. Creators can also upload PowerPoint presentations and convert the format.

Prezi

Navigating across the user dashboard. Source

SharePoint

SharePoint is a cloud-based collaborative platform for creating websites. It’s used to store, organize and share information. It offers functionalities like reporting, analytics, digital and document asset management, and contract management. The solution offers content support for both external and intranet sites. It can be deployed on-premise or hosted on the cloud.

SharePoint

Unified access to all sites simultaneously. Source

Pantheon

Pantheon is a leading cloud-based web hosting solution. Developers and marketers use it to build, launch and host their open-source Drupal and WordPress websites. It allows users to automate tasks like patch testing and version control. The platform offers collaboration tools, customizable templates and web content publishing.

SharePoint

Visualizing site activity on the dashboard. Source

Webflow

Webflow is an all-in-one browser design platform fit for businesses of all sizes. It allows organizations and content creators to design, build and launch websites without writing code. The platform offers editing tools that can be used to create websites on custom templates.

Webflow

Creating a website from scratch. Source

 

 

 

Questions To Ask Yourself

Document Management Software Key Questions To Ask

To get a more detailed understanding of your company’s needs, ask yourself these guiding questions:

  • What’s our budget?
  • How many employees will use this software?
  • Will our employees need training to use the software?
  • What features do we need the most?
  • What primary problems will this solution solve?

Questions To Ask Vendors

Here are some questions you can ask potential vendors to help you learn more about the software and vendor:

About the Software

  • Is the software customizable to specific business needs?
  • Is this compatible with our existing software?
  • What data security features does the software offer?
  • What specific collaboration functionalities does the solution offer?
  • How does your software integrate with other software?

About the Vendor

  • How many years of expertise do you have in the industry?
  • What customer support and training do you offer?
  • Do you have experience working with businesses in our industry?
  • What company sizes do you typically work with?
  • What pricing plans do you offer?
  • Are there any hidden costs involved?
  • How long does onboarding typically take for your product?

In Conclusion

By providing easy access to all essential information, document management software can improve the collaboration and productivity of your everyday business operations, as well as reduce expenses and save time spent searching for documents.

Ready to take the next step? Get started today with our comparison report to gain insight into top software leaders.

Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

Ashita
By Ashita Ahuja
Technical Content Writer
Ashita works as a Technical Writer at SelectHub specializing in VOIP, Business Phones, LMS, CMS and more. She is also a published author. When not writing articles, she enjoys watching rom-coms, listening to music and cooking. She loves collecting stationery, cannot still get the hang of riding a bicycle and suffers from acrophobia.
See Full Bio
Vidhi
Technical Research By Vidhi Kanodia
Senior Analyst
Vidhi Kanodia joined SelectHub after graduating from Osmania University in Hyderabad. Building on the hands-on experience she gained there, she expertly reviews peer research work in categories like procurement, PLM, eCommerce, insurance, hotel management, risk management and legal software.
See Full Bio
Shashank
Technical Review By Shashank K K
Principal Analyst
After graduating with a Masters in Finance from Trinity College Dublin, K K Shashank's research and detail-oriented skills led them to SelectHub. He has diverse knowledge across various software categories like Accounting, Financial Planning and Analysis, Ecommerce, Risk Management, PLM, Insurance and more since 2020.
See Full Bio
Dianna
Edited By Dianna Dragonetti
Content Editor
As an editor, Dianna Dragonetti leads a team of five writers in writing about a variety of software, with an emphasis on how these tools empower businesses. Categories include accounting, learning management systems, content management systems, supply chain management, and electronic data interchange.
See Full Bio