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8 Best Document Management Software in 2022

8 Best Document Management Software in 2022

In the era of digital transformation, document management (DM) software is more important than ever. DM now encompasses everything from collaboration to workflow design and even compliance regulation. As businesses strive to go paperless, they need a comprehensive DM solution to meet all their needs. 

This article shares eight of the best DM software today. We evaluated each tool based on its features, functionality, and customer reviews to come up with our list. So whether you’re looking for a standalone DM tool or one that integrates with your existing infrastructure, this list has you covered.

 

What is Document Management Software?

To recap our article entitled, “What is Document Management & Why Does It Matter To Your Business,” document management uses computer software or system to store, manage, and track electronic documents and digital images of paper-based content. Businesses can streamline their document workflow, improve efficiency, and better comply with regulations through document management.

DM solutions can be deployed as on-premise, cloud-based, or hybrid systems:

  • On-premise document management systems are installed on local servers and require regular maintenance. They offer greater control and security but can be expensive to set up and manage. 
  • Cloud-based document management systems are hosted on remote servers and accessed via the internet. They are typically more affordable and easier to set up but may be less secure than on-premise systems. 
  • Hybrid document management systems offer the best of both worlds by combining on-premise and cloud-based features. 

 

Notable Features of the Best DM Solutions

Every document management software offers unique features that make them stand out from one another. However, some features are common among the best DM solutions. These include the following:

Storage and Collaboration

Even at its most basic version, a DM system should offer document storage and collaboration features. Document storage refers to the system’s ability to save and organize files in a central location. This is important for preventing document loss and ensuring that everyone has access to the most up-to-date versions of files. 

On the other hand, document collaboration allows team members to work on the same document simultaneously. This is a critical feature for reducing revision time and ensuring that everyone is on the same page. 

Workflow Automation

The best document management systems offer workflow automation features to streamline document-related processes. Workflow automation refers to the ability of the system to automate document-related tasks, such as routing, approvals, and notifications. This can save a lot of time and make document-related processes more efficient. 

Security and Compliance

DM systems should also offer security features to protect sensitive documents. These can include password protection, document encryption, and user permissions. In addition, many DM systems offer compliance features that help businesses meet industry-specific regulations. This is important for businesses that handle sensitive data, such as healthcare organizations and financial institutions. 

Approvals, Sharing, and Signatures

There are scenarios in which document approval, sharing, and signatures are required. The best document management systems offer features that make it easy to request approvals, share documents, and add electronic signatures. These features can save time and make document-related processes more efficient. 

Integrations

The best document management systems offer integrations with other business software. This is important for businesses that want to use a document management system as part of a larger workflow. For example, a document management system that integrates with customer relationship management (CRM) software can help sales teams manage documents related to deals and opportunities. 

 

Benefits of Document Management Software

Many document management software benefits can help businesses improve their efficiency and bottom line. Some of the most notable document management benefits include:

  • Improved Efficiency: document management software provides a central repository for all business documents. This makes it easy for users to find the document they need when they need it.
  • Better Collaboration: document management solutions offer real-time collaboration features that allow users to work on documents together. This can help reduce the need for meetings and improve decision-making.
  • Increased Security: document management software provides a way to control who has access to which document. This helps businesses keep their confidential information safe.
  • Improved Compliance: document management solutions offer version control and document approvals to help businesses meet compliance regulations.
  • Convenience: document management software is accessible on any device, from anywhere in the world. This makes it easy for users to find the document they need anytime, anywhere.

 

Considerations Before Buying Document Management Software

When choosing document management software, there are a few things you should keep in mind:

  1. First, consider your organization’s needs and what document management features are most important to you. 
  2. Next, think about what type of document management system would best fit your organization. 
  3. Finally, consider the document management software cost and make sure it fits within your budget.

 

8 Best Document Management Software in 2022

Now that we’ve gone over some of the features to look for in document management software, let’s take a look at eight of the best document management software available in the market this year:

Adobe Document Cloud

Adobe is a well-known brand in the document management space. It is a comprehensive document management solution that does everything right. While it may not have the most flashy and unique features as its competition, it stands out when working on legal documents and forms. However, if you’re going to take full advantage of the Adobe Document Cloud, your primary focus should be PDF files.

Ademero Content Central

Ademero Content Central is a stand-out document management solution well-known for its document scanning and zonal recognition capabilities. Both of these features save a lot of time when gathering metadata. Unfortunately, its unique potential falls out after the two, but it’s still a pretty solid DM software that gets the job done. Other features include cloud storage integration and sharing, making document collaboration easy.

Fluix

Fluix is a popular document management software thanks to its impressive document workflows and integration with other popular cloud storage providers. However, its lack of enterprise-level features makes it exclusive only to small and medium-sized businesses. Fluix’s notable features include user-friendly workflows, workflows designed specifically for Apple iPad, and solid cloud storage integration features.

Ascensio System OnlyOffice

Ascensio System OnlyOffice is another popular document management system for small to medium-sized businesses. It offers budget-friendly pricing options, a strong core set of features, and simultaneous document editing capabilities for easy and convenient collaboration. However, like Fluix, its lack of enterprise-level features stunts its overall potential. But overall, it’s a pretty solid option for document management. 

Microsoft SharePoint Online

Microsoft SharePoint Online is a hybrid software that features a combination of document management, team collaboration, and workflow. It’s an all-in-one solution for business, featuring robust and easy-to-use ecosystems and third-party integrations. These features make document collaboration a breeze. However, its high price tag might not be justifiable for smaller businesses. 

Hightail Business

Hightail Business is a document management solution for creative businesses. that use large files like videos or images. Its features are set specifically for this regard. Hightail business targets creative professionals such as graphic designers, video editors, and photographers. Its notable features include visual document collaboration, large file support, and automatic document conversion. 

It also enables easy receipt of files for clients through the uplink feature. The only downside to Hightail Business is that you’ll need to avail its highest pricing tier to get the most out of its potential.

DocuWare Cloud

With its solid core features, DocuWare is a solid document management system available as a cloud solution. It offers users the ability to quickly find any document through its search function and also enables easy document collaboration. Its exceptional form capabilities also make it ideal for document-heavy businesses such as law firms. DocuWare also offers strong document import and data field features that simplify document management.

DataMyte Digital Clipboard

The DataMyte Digital Clipboard is a workflow automation software with document management potential. This software lets you create, collect, analyze, and report data in real-time, allowing you to manage document-heavy processes easily. 

It has an easy drag and drop workflow creator that lets you easily create smart forms and other relevant document processes. Also, you can use the DataMyte Digital Clipboard to automatically generate document-based reports. 

You can add time stamps, photos, bar codes, signatures, and geo tracking to your documents for overall data accuracy. You can then deliver data-driven insights to your team to maximize document potential. With the DataMyte Digital Clipboard, document management has never been more convenient.

 

Conclusion

The eight document management software systems highlighted in this article are some of the best in the market today. They each offer unique features that make document management easy and convenient. So, if you’re looking for document management software, make sure you choose one from this list. 

 

 

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