Top10 Best Document Management System Software in 2024

We all know what a document management system is and how it can benefit businesses. But the question remains: which document management systems should one choose to ensure that the ROI is maximized on the same?

One has to consider a lot of things before deciding upon the same like reliability, budget, functionalities, reviews, suitability, and whatnot. It’s not as difficult as it seems. All you have to do is analyze properly and match the functionalities of the software’s with your needs.

We’ve curated a list of the 10 best document management systems, and hopefully, it will help you shortlist the right one for you.

Let’s get straight into it.

List of Top 10 best Document Management Systems to Improve Organizational Productivity

dox2U

First on our list of the best 10 document management systems of 2023 is dox2U. It is a cloud-based DMS that empowers you with the functionality you need to upgrade from your old-school paper-based document management system to a digitized version. The good thing is this software is highly configurable and is suitable for teams of all sizes. Thus, whatever your requirements are from a DMS, dox2U has the potential to live by it. 

Reasons you should go for dox2U:  

• We advocate for dox2u being the best DMS because it is a SaaS solution that promotes pay-as-you-go system and also eliminates the need to pay heavy upfront charges. 
• You don’t need to worry about hosting your own infrastructure.
• Quick and easy retrieval of information is made possible with content and filter-based search. 
• For even more ease of searchability, you get advanced search capabilities. 
• dox2U provides a digital workspace that helps you break down information silos and makes navigation through several documents easier. 
• With progressive functionalities like Audit Log and Granular Access, keep tabs on activities being performed on shared documents and manage access rights to maintain good control over shared information. 
• Lifetime free plan for teams subject to a few conditions.

PaperSave

The second DMS that we find worth featuring in this list is PaperSave – an extremely user-friendly software that businesses can leverage to set up an efficient document management system in place. PaperSave offers advanced features that let you capture, store and manage documents you will digitize effortlessly. The best thing about the software is that it prioritizes user information security.

Reasons you should go for PaperSave: 

• Allows you to keep tabs on the activities being performed on the documents. 
• Restricted access helps you decide what others can or can not do with your information. 
• The software offers smart search functionality for quick document retrieval. 
• Best alternative for those looking for automation of regular processes.

ClickUp

When it comes to knowledge bases which could be a requirement for education professionals and those who belong to the legal industry, ClickUp seems to be people’s first choice. However, that is not all that the software does. ClickUp is used to create documents and is renowned for providing seamless coordination. 

Reasons you should go for ClickUp: 

• The software allows easy and secure access to information by your employees and those who belong to the outside world. 
• Collaboration is highly encouraged since you can work on similar projects simultaneously with your team members. 
• Best to create and manage digital documents and lacks other capabilities required specifically for efficient management of paper-based documents. 
• Just like Google Docs, you get to control the rights of those invited to the shared documents. 

M-Files

M-Files is one solution that eases the workflow automation process and offers you an all-inclusive solution to your document-handling-related problems. M-File combines automation with security and gives you a solution that is efficient and reliable simultaneously.

Reasons you should go for M-Files:  

• The biggest benefit of this solution is that it offers version control and restricts unnecessary duplicates of documents. 
• Advanced encryption technology provides security. 
• Automation allows one to create a seamless workflow and manage regular business operations, including documentation like contracts, onboarding of personnel, and accounting.

Microsoft SharePoint

It is a document management and collaboration platform that makes the entire process of digitizing information management and automating workflows easy. The software offers unique features that let you create archives, maintain metadata fields, and put content hubs in place. Using this software makes more sense for organizations that have a hang of using other Microsoft products since it allows integration of the same for a seamless experience.

Reasons you should go for Microsoft Sharepoint:  

• Integration with other Microsoft products is a significant advantage that businesses can leverage. 
• The software is known for being flexible and for its exceptional functionalities. 
• The ability to administer from a single location helps. 
• Better flow of information within the organization, along with decreased accessibility issues.

Templafy

Featured sixth on this list of 10 best document management systems is Templafy – a DMS known best for allowing users to create documents in configurable templates. The software is highly efficient since it will enable documents to be stored in a single place where users can access the same and collaborate as required. 

Reasons you should go for Templafy:  

• The software has a centralized system of management. 
• Less effort is put into creating new documents since one can always leverage templates. 
• Searchability is advanced, and retrieval of information is easy. 
• While producing documents, the AI helps highlight inconsistencies.

Alfresco

One of the most trusted document management solutions of today’s time is Alfresco. The reason is that it is used by big giants who have to deal with tons and tons of data regularly. It is a suitable DMS for large enterprises and offers content and document management capabilities.

Reasons you should go for Alfresco:  

• As we’ve heard, the software’s AI is quite robust and efficient. 
• Integration is possible with several applications that further help in efficient document handling. 
• The system automatically clubs documents of similar categories, sparing you all the trouble of creating separate folders.

DocuWare

Another cloud-based management system does way more than the basic file store systems do. The major role of such DMSs is to automate the workflows and regular business operations like contracts, invoicing, accounting, and more. Apart from that, the software also ensures smooth collaboration among organizations with its advanced functionalities. 

Reasons you should go for DocuWare:  

• A more systematic flow of regular business processes is created. 
• Collaboration is done seamlessly since the tool allows multiple users to work simultaneously over documents. 
• The process of storing and retrieving the uploaded documents is very effortless.

XaitPorter

Best for the automation of documents, XaitPoeter is a great alternative to comparatively expensive softwares. Since it offers almost all required features and is suitable for companies of all sizes, unlike Alfresco, which best serves large enterprises, it is also a cloud-based software that is intelligent enough to help you create a more efficient document handling process. 

Reasons you should go for XaitPorter:  

• The creation of documents is automated with the help of XaitPorter. 
• Like Alfresco, XaitPorter also allows the integration of other applications for a better experience. 
• Collaboration undoubtedly is seamless.

Google Drive

Last but not least, we have the easiest option: Google Drive. While it’s not a recommendable alternative since it just creates chaos as the company’s operations grow, it still does the job. It is one of the major reasons many organizations still use it every day. 

Reasons you should go for Google Drive:  

• From Google Docs to spreadsheets, numerous tools help you streamline your work. 
• You can share and collaborate with team members, except it creates information siloes, and also, security-wise, it’s not the most appropriate tool one can opt for. 
• You can access documents from anywhere in the world and from any device, but you need internet access.

Concluding Remarks 

With this, we end our list of the top 10 Best document management systems people can rely on in 2023. Honestly, choosing the right DMS is a very big decision in itself. Because (A) you are investing your money and time, and (B) you can’t be wasting time switching from one software to another and asking your team to get trained for the same all the time, you need to make the right choice in the first go. 

We recommend choosing dox2U because it’s extremely easy to use and has a free Trial, so you are always on the safe side!

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