Best document management software of 2022 (2023)

By Steve McCaskill, Brian Turner, Jonas P. DeMuro, Nicholas Fearn

last updated

DMS systems for managing files and folders

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Best document management software of 2022 (1)
(Video) Best Document Management Software for SMB in 2022

The best document management system software makes it simple and easy to manage files within a team.

Document management is becoming increasingly important as the concept of a paperless office is becoming an everyday reality, especially with the growth in cloud storage services (note that none are a substitute to the best cloud storage services on the market but more of a complement).

This means that instead of having to keep paper in clunky file cabinets, documents can now be stored securely online. However, it's not just about archiving information as much as making the whole process of document management easier, covering everything from branded templates, improving workflows, working with collaboration tools (opens in new tab), as well as being able to sort through sometimes technical information. And that's on top of general document editing and management (opens in new tab) tasks.

Good document management software (DMS) also has to be able to work with different digital file types, not just from office software (opens in new tab), but also note-taking apps (opens in new tab), technical plans, images and designs, and anything else you could imagine previously being printed on paper, including from legacy file formats. These days it will also cater for e-signing software (opens in new tab) for documents.

However, a lot of suppliers and contractors will still deal with paper, so any DMS needs to have a document scanning (opens in new tab) solution, often working as a standalone or part of an OCR scanning software (opens in new tab) package, so that any such paper invoices, receipts, or other documents can be scanned so that a digital copy can be archived while the paper version is recycled.

The paperless office has been a long-time in coming, but it's finally here for those who want to embrace it. Here then are the best document management software solutions.

We've also featured the best alternatives to Microsoft Office.

Best document management software of 2022 (2)

1. Templafy

An all-in-one document management solution

Easy-to-use interface

Extensive features

Mobile apps

Automated compliance checks

Templafy is one of the best document management tools out there. The system aims to integrate essential office suites and solutions used by businesses on a daily basis.

If there’s one thing that can be frustrating, it’s having to create brand documents using different software. This can become time-consuming and fragmented, but Templafy can help. With it, you can create a range of files within the system and manage them from a single feed.

The software is compatible with a range of devices and uses the cloud to let you access all your documents across computers, tablets and smartphones. There are also automatic compliance checks, and you can give feedback to employees easily, too.

Contact is required for a pricing quote, and not surprisingly, the exact cost depends on the number of users, features and add-ons chosen.

Best document management software of 2022 (3)

Best document management software of 2022 (4)

2. M-Files

Document software that detects duplication

Handy integrations

Mobile apps

Document alerts

When it comes to document management, M-Files aims to improve internal workflows, and to ensure important information is kept secure at all times. Its customers include many large corporations such as Comcast and Yokohama.

(Video) 9 of the Best Document Management Software Tools

There’s a single vault for a plethora of files, and you can easily find them by client, project, date, status or other criteria. The software aims to avoid duplication – it’s quite common to end up with two copies of the same report, or possibly more.

M-Files will alert you if a document has been saved twice by analyzing names and project data. You get some great integrations too, including Microsoft Office and Salesforce CRM (opens in new tab).

There is a free trial available, but pricing isn’t stipulated on the site, so you have to get in touch for a quote.

Read our full M-Files review.

Best document management software of 2022 (5)

Best document management software of 2022 (6)

3. DocuWare

Document organization moves to the cloud

Covers full range of document tasks

Cloud-based storage

Mobile support

Hidden pricing

DocuWare takes a cloud-based approach to document management. It integrates cloud storage and office automation to create a digital workplace. This paperless approach to the full spectrum of office tasks is another example of the digital transformation (opens in new tab) which is driving many processes these days.

DocuWare offers services to create a ‘cloud workflow’ when it comes to documents. It allows services to be purchased on a small scale as needed, and then as use-case scenarios are created, and reliability is ensured, the service can be scaled up for a larger deployment.

Mobile apps that can integrate into this workflow are also offered, facilitating the likes of scanning receipts on the go, approving invoices for speedy payment, and signing forms directly on the device.

While DocuWare does offer a demo and free trial, the pricing of course, depends on the services chosen, therefore requiring the prospective buyer to get in touch for a custom quote.

Read our full DocuWare review.

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Best document management software of 2022 (7)

(Video) Top 5 Cloud-based PDF Document Management Platforms | Best Picks | LightPDF Editor

Best document management software of 2022 (8)

4. MasterControl

DMS focused on compliance

Mobile optimized

Supported by regulators

Global standards

Within big organizations, there are often processes and regulations put in place to ensure documents are compliant and follow company guidelines. But when you have a ton of files, it can be hard to follow such rules.

MasterControl Document Control Software, which is used by some of the world’s largest regulatory bodies, is document management software that addresses complex regulations and standards around the globe. It aims to reduce compliance cost and increase internal efficiency.

The system fully automates routing, delivery, escalation and approval of vital documents. It also sports a centralized, secure archive where you can store and search for business files.

There is no indication of a free trial, and pricing requires contacting the company for a quote.

Best document management software of 2022 (9)

Best document management software of 2022 (10)

5. XaitPorter

Cloud-based collaboration at its best

Fully cloud optimized

Smart collaboration features

Salesforce integration

If you’re looking for a cloud solution for creating documents, then you should definitely check out XaitPorter.

The great thing about this system is that it’s extremely flexible. You’re able to collaborate and work on documents with colleagues simultaneously, and you can easily share feedback with each other. It also manages all aspects of workflow, so you don’t have to worry about formatting, numbering and layout.

XaitPorter has some useful tricks on the integrations front, as well. The software can work with Salesforce, Oracle, SAS, Microsoft 365, OpenText and Dropbox. And it’s currently used by over 45,000 firms across the globe.

While there is a demo available, there is no free trial, and pricing requires getting in touch for a quote.

Other DMS platforms to consider

While there are a number of dedicated office and document platforms we could mention, not least Office 365, LibreOffice, and Adobe Document Cloud, these are more focused on creating documents and managing those, rather than managing and storing documents from multiple sources and formats. Therefore we'll continue this list by featuring some of the other DMS solutions worth considering:

Samepage (opens in new tab) is a little different to standard document management as it's more about creating a single focal point for all communications, projects, and document sharing tools. The aim is to simplify everything in a single app as opposed to having multiple software applications for different tasks. The interface is simple and easy to use, with collaboration built into the heart of it. In that regard it makes Samepage a potentially flexible solution to cover multiple needs.

Dokmee (opens in new tab) advertises itself as an enterprise content management solution, to organize, secure, and manage files. It supports a number of document formats, and also provides document imaging and data capture as part of its service. Everything can be smartly indexed using AI, with files automatically stamped for indexing, as well as rules-based routing to make storage and archiving easier, which is all done through secure hosting in the cloud. As expected, collaboration is supported, with permissions and auditing options available for easier file management.

eFileCabinet (opens in new tab) is a document management software solution that uses smart automation to organize, name, and store files according to their content. Templates are available to customize the document folder tree throughout your system. Permissions, file/folder expiration, and notifications can also be set up for file sharing and for sending file requests, all of which is done using a secure URL. General accessibility rules can also be set up according to company policy.

Abbyy (opens in new tab) are perhaps most famous for their file reader and scanning services, but they also provide a digital document archiving service which allows for the secure storage and use of documents. Access can be tracked and logged, and existing documents can be reused and edited as required for reissue. Meta keywords can be applied for easy search on top of normal search functions, and distributed easily via the web or email as required. One potential limitation is that Abbyy services are primarily built to store documents in PDF format.

(Video) Document management in Visual Studio 2022

We've also featured the best cloud document storage.

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How we tested the best document management software

To test for the best document management software we first set up an account with the relevant software platform, whether as a download or as an online service. We then tested the service to see how the software could be used for different purposes and in different situations. The aim was to push each software platform to see how useful its basic tools were and also how easy it was to get to grips with any more advanced tools.

Read how we test, rate, and review products on TechRadar (opens in new tab).

Which document management software is best for you?

When deciding which document management software to download and use, first consider what your actual needs are, as budget-priced software options can sometimes prove limited when it comes to the variety of tools available, while higher-end software can really cater for every need, so do ensure you have a good idea of which features you think you may require.

Steve McCaskill

Steve McCaskill is TechRadar Pro's resident mobile industry expert, covering all aspects of the UK and global news, from operators to service providers and everything in between. He is a former editor of Silicon UK and journalist with over a decade's experience in the technology industry, writing about technology, in particular, telecoms,mobile and sports tech, sports, video games and media.

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FAQs

How do I choose a good document management software? ›

How to choose the best document management software for you
  1. Scanning capabilities: If you have documents in a paper format, you need a DMS that comes with scanning capabilities. ...
  2. Storage and connectivity: ...
  3. Metadata and search function: ...
  4. Document version controls: ...
  5. Permission controls:
20 Jan 2022

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

How good is SharePoint as document management system? ›

SharePoint is a great document management tool, but it requires a lot of work to maintain, especially for large and growing companies. You can use it effectively for a while by setting up an intuitive site structure and maintaining clear, logical content governance guidelines, but that will only take you so far.

Is Google Drive a document management system? ›

Google Drive is a cloud-based program that allows you to create, edit, store, and share documents. Many businesses use it as a file management system; documents sit in the Cloud as well as synchronising with users' local versions of the system.

What are the types of document management systems? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

Which computer programs work best for organizing a filing system? ›

Some of the popular cloud-based file management solutions include Google Drive, Dropbox, Apple iCloud, and Microsoft OneDrive. Be sure to check this Apple iCloud vs Microsoft OneDrive guide to learn how the two platforms compare.

Which software is used for digital documentation? ›

Answer. Explanation: Enterprise Content Management Systems manage and control digital documents created using Microsoft Office Suite and accounting software like CAD etc.

Is Dropbox a document management system? ›

Dropbox is an online software solution that manages electronic documents for both individuals and teams. It can serve as your document repository, but it can also simplify how you organize, find, and work with digital files.

Can OneDrive be used as a document management system? ›

Is OneDrive for Business a Document Management System? The short answer is, no. OneDrive for Business is a cloud-based solution that is designed to help businesses collaborate, share and store files more easily and on the move.

What is the difference between OneDrive and SharePoint? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

How do I organize my office 365 documents? ›

Create files and save them to OneDrive, so you can edit them from anywhere. Select New > Folder . Type a name for the folder and select Create. Select the files you want and drag them into the folder.

What should you not use SharePoint for? ›

Here's our top ten compelling reasons to use metadata (keywords) and not to use SharePoint folders.
  • 1 Cost. There are so many things that SharePoint can do beyond file storage. ...
  • 2 Poor Usability. ...
  • 3 Document Visibility. ...
  • 4 Document Duplication Woes. ...
  • 5 Data Integrity. ...
  • 6 URL Issues. ...
  • 7 Navigation. ...
  • 8 Can't Sort or Filter.
13 Oct 2017

Can I use SharePoint to store documents? ›

For example, you can use a document library on a site in SharePoint to store all files related to a specific project or a specific client. Adding files or moving files between folders is as easy as dragging and dropping them from one location to another.

How do I organize documents in SharePoint? ›

If you have several types of documents or diverse content within a library, you can create folders to help you organize the content.
  1. If the library is not already open, click its name on the Quick Launch. ...
  2. Click the Files tab, , click New Folder. ...
  3. Type a Name for the folder, and then click Save or OK.

Does Google have a content management system? ›

The Content Management System in Google Drive Enterprise helps to store unstructured documents and helps to manage, organize or share the documents very easily.

What is enterprise document management system? ›

Enterprise document management (EDM) is a strategy for overseeing an organization's paper and electronic documents so they can be easily retrieved in the event of a compliance audit or subpoena.

What is an example of a document management system? ›

PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.

What is digital document management system? ›

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

What do I need in a document management system? ›

An enterprise document management system also needs:
  1. Document storage. Off-site, cloud-based storage is more secure, easily scalable, and saves money over an in-house server system.
  2. Workflows. Automate workflows to improve policy creation and updates.
  3. Audit trails. ...
  4. Version control. ...
  5. Document security.
1 Mar 2022

What are the 3 basic types of file management? ›

The types of files recognized by the system are either regular, directory, or special. However, the operating system uses many variations of these basic types. All file types recognized by the system fall into one of these categories. However, the operating system uses many variations of these basic types.

Which app is best for storing documents? ›

Android users can download Google Docs (now Google Drive) for free here.
...
Some features of Google Docs are:
  • Create and edit documents.
  • Edits to Google documents appear to other synced devices in seconds.
  • Make quick changes to spreadsheets.
  • View PDFs, presentations and more.
  • Upload and convert files to the Google Docs format.
19 Jun 2012

Which software is used to manage files and folders? ›

Windows Explorer is the file management application in Windows. Windows Explorer can be used to navigate your hard drive and display the contents of the folders and subfolders you use to organize your files on your hard drive.

What is the difference between a document and digital document? ›

Paper documents are difficult to search, carry, copy, and modify. Paper documents are easily damaged, misfiled or misplaced. Electronic documents are delivered by networks, disks, flash memory and CD/DVD and are stored on a file system. Multiple users can read and review electronic document simultaneously.

Is digital documentation and word processing same? ›

Documentation : The process of preparing a document is called documentation. It is required to preserve the contents for a longer period or to be used as evidence. Word processing : Word processing is the use of computer software to enter, edit, format, store, retrieve and print the document.

How many types of digital documentation are there? ›

Four types of digital documents are: Structuring applications around a document interface Structuring interlinked textual & multimedia Documents. Structuring and encoding information using document-encoding standards Scanning documents for storage and faxing. Document imaging emulates microfiche and microfilm.

Where is the best place to store documents? ›

Your best bet with storing important documents is a safe deposit box. Most banks or credit unions offer safe deposit boxes. Some banks will offer a discount if you're a current customer as well.

How do I store a lot of documents? ›

For optimal efficiency, it's crucial to store papers in a hanging-file system. Put each category of papers in a separate folder and store them in a filing cabinet or upright in a filing box placed on a shelf. Storing them this way makes it easy for you to see how many papers you have.

What is the best way to store documents online? ›

Dropbox is one of the most commonly used document storage platforms, and for good reason. You get up to 2GB of storage space for free, which is more than enough for most users who want to store their personal documents. You can even access Dropbox from a variety of devices including your laptop, tablet or mobile phone.

How do I organize my Word documents in a folder? ›

Create a new folder when saving your document by using the Save As dialog box
  1. With your document open, click File > Save As.
  2. Under Save As, select where you want to create your new folder. ...
  3. In the Save As dialog box that opens, click New Folder.
  4. Type the name of your new folder, and press Enter. ...
  5. Click Save.

How do you set up a document management system? ›

Here are 7 steps to create and implement a document management strategy:
  1. Determine Who Will Take Charge. ...
  2. Assess the Current Filing System and Determine Strategy Requirements. ...
  3. Identify Each Document. ...
  4. Establish Procedures and Requirements, Then Document. ...
  5. Preparing the Strategy. ...
  6. Purge Unnecessary Documents.

Who can see my OneDrive files? ›

The files on your OneDrive are private until you share them. Keep in mind that when you share folders with Edit permissions, people you share with can add the shared folders to their own OneDrive.

Why would you save a file to SharePoint instead of to OneDrive? ›

If you store this in SharePoint, anyone within your group will have access to view and even edit the document if you set the permissions to allow them to do so. SharePoint is also where everything within Teams is stored. This is because Teams in it's essence, is a collaboration tool.

Is Dropbox better than OneDrive? ›

If you only want some extra cloud storage for personal use, the OneDrive free plan may be enough. If not, the Dropbox personal plan offers more space, but for a price that includes a few extra features that might not interest you if all you want is cloud storage.

Which is more secure OneDrive or SharePoint? ›

It's flexible because any size of business can use SharePoint to manage their content and collaborate with others. And it's easy to use because you don't need a lot of technical knowledge to start using it. SharePoint offers more security than OneDrive due to its collaboration features.

How do I organize my office files and folders? ›

How to organize your paperwork
  1. Separate documents by type. ...
  2. Use chronological and alphabetical order. ...
  3. Organize your filing space. ...
  4. Color-code your filing system. ...
  5. Label your filing system. ...
  6. Dispose of unnecessary documents. ...
  7. Digitize files.

How do I organize a long Word document? ›

Instructions cover Word 2019 through 2010 and Word for Microsoft 365.
  1. Save All Word Files With Thumbnails.
  2. Update Word Document Properties.
  3. Make Folders on Your Computer and Use Them.
  4. Use a Consistent File Naming System.
  5. Take Your Time.
25 Oct 2019

Can you make folders in Office 365? ›

Log in to Microsoft Office 365 web. Go to One Drive. Click on “New” and choose “Folder” option from the drop down, for creating a new folder. Specify the name for the folder and click on “Create”.

What is an example of document management system? ›

PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.

What is document management system? ›

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

Which computer programs work best for organizing a filing system? ›

Some of the popular cloud-based file management solutions include Google Drive, Dropbox, Apple iCloud, and Microsoft OneDrive. Be sure to check this Apple iCloud vs Microsoft OneDrive guide to learn how the two platforms compare.

What is a good electronic filing system? ›

So perhaps the best solution comes in the form of today's popular Cloud services like Google Drive, OneDrive, and DropBox. These services let you keep your filing system on your own computer, but then mirror your computerized files onto the Cloud, maintaining the same folder structure and layout.

Which software is used for digital documentation? ›

Answer. Explanation: Enterprise Content Management Systems manage and control digital documents created using Microsoft Office Suite and accounting software like CAD etc.

What is the difference between document management and document control? ›

So while document management generally refers to the storing and handling of documentation, document control specifically refers to the control and management of documents normally for the purpose of submitting them to a customer at the completion of a project.

How do you manage digital documents? ›

10 File Management Tips to Keep Your Electronic Files Organized
  1. Organization Is the Key to Electronic File Management.
  2. Use the Default Installation Folders for Program Files.
  3. One Place for All Documents.
  4. Create Folders in a Logical Hierarchy.
  5. Nest Folders Within Folders.
  6. Follow the File Naming Conventions.
  7. Be Specific.
1 May 2020

What are the 3 types of filing systems? ›

Filing in Alphabetical order. Filing by Numbers/Numerical order. Filing by Places/Geographical order.

Why you need a document management system? ›

Quickly search through multiple documents: Regardless of size and format, the right document management system can make every document full-text searchable. This enables employees to find the information they need, whether it's in a document's title, its metadata or deep within the full text.

Which app is best for storing documents? ›

Android users can download Google Docs (now Google Drive) for free here.
...
Some features of Google Docs are:
  • Create and edit documents.
  • Edits to Google documents appear to other synced devices in seconds.
  • Make quick changes to spreadsheets.
  • View PDFs, presentations and more.
  • Upload and convert files to the Google Docs format.
19 Jun 2012

Which software is used to manage files and folders? ›

Windows Explorer is the file management application in Windows. Windows Explorer can be used to navigate your hard drive and display the contents of the folders and subfolders you use to organize your files on your hard drive.

What is the best file organization? ›

Randon access

Was this answer helpful?

Why electronic filing system is best? ›

Electronic systems help keep your files safe in the event of a disaster by using automatic backups. At the end of each day, every document in your system can be automatically synced to a backup drive that resides in a different physical location (maybe one of your satellite offices or a professional data center).

How do you keep track of documents? ›

Effective File Management
  1. Avoid saving unnecessary documents. ...
  2. Follow a consistent method for naming your files and folders. ...
  3. Store related documents together, whatever their type. ...
  4. Separate ongoing work from completed work. ...
  5. Avoid overfilling folders. ...
  6. Organize documents by date. ...
  7. Make digital copies of paper documents.

How do I organize my computer files? ›

To sort files, open the folder containing all the files you'd like to organize, right-click within the folder, select Sort by, and then select how you want to sort the files: by name, date, type, size, or tags. Then it's easier to organize computer files from a certain time range.

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