TLDR
Choosing the best document management software depends on your organization's size, security needs, and workflow complexity. Prioritize solutions with strong access controls and versioning if compliance is critical, or focus on integrations and automation if you need to streamline collaboration. Evaluate how each tool fits into your existing tech stack and user habits before committing.
Document management software is ideal for companies needing secure, organized storage, easy retrieval, and collaborative editing of digital files. It is especially valuable for teams handling contracts, HR documents, or regulated data.
Document management software helps organizations store, organize, and track digital documents securely. These tools reduce paper clutter, simplify collaboration, and ensure that important files are always accessible when needed.
With options ranging from simple cloud storage to advanced platforms with automation and compliance features, it’s important to weigh your needs for security, collaboration, and workflow customization. Choosing the right solution can boost productivity and reduce operational risks.
best document management software Tools compared
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| Tool | Price | Cloud Storage | Version Control | Access Controls | Workflow Automation | Integrations | Mobile App |
|---|---|---|---|---|---|---|---|
| DocuWare | Custom | Yes | Yes | Yes | Yes | Yes | Yes |
| M-Files | Custom | Yes | Yes | Yes | Yes | Yes | Yes |
| OpenText Documentum | Custom | Yes | Yes | Yes | Yes | Yes | Limited |
| SharePoint | From $5/user/mo | Yes | Yes | Yes | Yes | Yes | Yes |
| Box | From $20/user/mo | Yes | Yes | Yes | Yes | Yes | Yes |
| Dropbox Business | From $15/user/mo | Yes | Yes | Yes | Limited | Yes | Yes |
| Google Workspace | From $7/user/mo | Yes | Yes | Yes | Limited | Yes | Yes |
| Laserfiche | Custom | Yes | Yes | Yes | Yes | Yes | Yes |
| Alfresco | Custom | Yes | Yes | Yes | Yes | Yes | Limited |
| Zoho WorkDrive | From $2.50/user/mo | Yes | Yes | Yes | Limited | Yes | Yes |
| Evernote Teams | From $14.99/user/mo | Yes | Limited | Limited | Limited | Yes | Yes |
| eFileCabinet | From $15/user/mo | Yes | Yes | Yes | Yes | Limited | Yes |
| NetDocuments | Custom | Yes | Yes | Yes | Yes | Yes | Yes |
| Egnyte | From $20/user/mo | Yes | Yes | Yes | Yes | Yes | Yes |
| OnlyOffice | Free and paid plans | Yes | Yes | Yes | Limited | Yes | Yes |
Highlighted rows are featured placements. Competitor details are set by each platform, so confirm on their site before buying.
The 15 best best document management software tools
DocuWare
CustomDocuWare is a flexible document management solution suitable for both cloud and on-premises deployments. It provides intelligent indexing, electronic forms, and workflow management, making it a solid choice for businesses seeking to automate document-heavy processes. DocuWare integrates with a wide range of business apps, including Microsoft and SAP, and offers mobile access for remote teams.
Pros
- Cloud and on-premises options
- Advanced workflow automation
- Strong integration capabilities
- Mobile apps available
Cons
- Pricing is not transparent
- Can be complex to set up for small teams
Best for: Organizations needing customizable workflow automation and integrations.
M-Files
CustomM-Files uses metadata to organize and retrieve documents, enabling users to find information based on context rather than folder structure. It offers workflow automation, version control, and capable integrations with Microsoft 365, Salesforce, and other business tools. The platform also includes compliance features and mobile access for teams on the go.
Pros
- Metadata-driven search and organization
- Strong workflow automation
- Wide range of integrations
Cons
- Learning curve for new users
- Pricing is not public
Best for: Enterprises needing advanced search and compliance features.
OpenText Documentum
CustomOpenText Documentum is designed for large organizations needing to manage vast amounts of content while meeting strict regulatory requirements. It offers advanced workflow automation, granular access controls, and integrations with enterprise systems. The platform is known for its security features and ability to handle complex document lifecycles.
Pros
- Enterprise-grade security and compliance
- Highly customizable workflows
- Scalable for large organizations
Cons
- Complex implementation
- High cost for smaller businesses
Best for: Large enterprises with strict compliance needs.
SharePoint
From $5/user/moSharePoint enables organizations to store, organize, and share documents within teams or across the company. It offers version control, access permissions, and workflow automation, and integrates tightly with Microsoft 365 apps like Teams and Outlook. SharePoint is highly customizable and supports both cloud and on-premises deployments.
Pros
- Deep Microsoft 365 integration
- Customizable workflows
- Strong access controls
Cons
- Can be complex to configure
- Requires Microsoft 365 subscription for full features
Best for: Businesses already using Microsoft 365.
Box
From $20/user/moBox provides secure cloud storage, file sharing, and workflow automation for businesses of all sizes. It features granular access controls, version history, and integrates with thousands of third-party apps. Box also offers native e-signature and AI-powered content management tools, making it suitable for distributed teams.
Pros
- Easy-to-use cloud interface
- Strong security and compliance
- Extensive integrations
Cons
- Advanced features require higher-tier plans
- May be costly for large storage needs
Best for: Teams needing secure cloud storage and collaboration.
Dropbox Business
From $15/user/moDropbox Business offers secure file storage, sharing, and collaboration tools for businesses. It includes version history, granular access controls, and workflow integrations with popular productivity apps. The platform is known for its intuitive interface and reliable syncing across devices, including mobile.
Pros
- Simple and intuitive interface
- Strong syncing and sharing features
- Mobile apps available
Cons
- Limited built-in workflow automation
- Advanced admin features on higher plans
Best for: Small to medium businesses seeking easy cloud storage.
Google Workspace
From $7/user/moGoogle Workspace includes Google Drive for document storage and sharing, along with Docs, Sheets, and Slides for real-time collaboration. It offers version control, access permissions, and integrates with a wide range of third-party apps. The platform is cloud-native and accessible from any device with internet access.
Pros
- Real-time collaboration
- Simple sharing and permissions
- Affordable pricing
Cons
- Workflow automation is basic
- Limited advanced document management features
Best for: Teams needing collaborative document editing and storage.
Laserfiche
CustomLaserfiche offers cloud and on-premises document management, workflow automation, and information governance features. It is designed for organizations with strict regulatory requirements and provides capable security, audit trails, and integration options. Laserfiche is popular in government, education, and financial services sectors.
Pros
- Strong compliance and governance features
- Flexible deployment options
- Advanced workflow automation
Cons
- Pricing is not transparent
- Setup can be complex
Best for: Organizations with compliance and automation needs.
Alfresco
CustomAlfresco provides enterprise content management, document automation, and governance in an open-source or commercial format. It supports workflow automation, version control, and granular access controls, and integrates with a variety of business systems. Alfresco is suitable for organizations seeking customization and scalability.
Pros
- Open-source option available
- Highly customizable
- Strong process automation
Cons
- Requires technical expertise to deploy
- Support costs for enterprise version
Best for: Organizations seeking open-source or customizable solutions.
Zoho WorkDrive
From $2.50/user/moZoho WorkDrive offers secure cloud storage, team collaboration, and document sharing. It includes version control, granular access permissions, and integrates with other Zoho and third-party apps. The platform is affordable and easy to use, making it a good fit for small to medium businesses.
Pros
- Affordable pricing
- Easy integration with Zoho apps
- Simple interface
Cons
- Workflow automation is limited
- Advanced features require higher plans
Best for: Small businesses needing affordable cloud document management.
Evernote Teams
From $14.99/user/moEvernote Teams enables teams to capture, organize, and share notes and documents. It offers document scanning, advanced search, and integrations with productivity apps. While it excels as a note-taking platform, its document management capabilities are more limited compared to dedicated DMS solutions.
Pros
- Excellent note-taking and organization
- Cross-platform support
- Easy to use
Cons
- Limited workflow automation
- Not a full-featured DMS
Best for: Teams focused on note-taking and document organization.
eFileCabinet
From $15/user/moEFileCabinet offers cloud and on-premises document management with features like secure file sharing, workflow automation, and compliance tools. It is designed for small to medium businesses needing to manage sensitive documents and streamline processes. The platform also provides e-signature and audit trail capabilities.
Pros
- Secure storage and compliance
- Workflow automation
- Supports e-signature
Cons
- Interface can feel dated
- Advanced features require higher plans
Best for: Small to medium businesses needing secure document workflows.
NetDocuments
CustomNetDocuments focuses on secure cloud document management, version control, and workflow automation, with a strong emphasis on compliance and security. It integrates with legal practice management tools and supports granular access controls. The platform is popular among law firms and other regulated industries.
Pros
- Strong compliance and security
- Legal industry integrations
- Flexible cloud platform
Cons
- Pricing is not public
- Primarily targeted at legal sector
Best for: Law firms and regulated industries.
Egnyte
From $20/user/moEgnyte combines cloud storage, file sharing, and document management with compliance and security controls. It offers workflow automation, versioning, and integrations with popular business apps. Egnyte is suitable for businesses needing control over sensitive documents and collaboration across teams.
Pros
- Strong security and compliance
- Hybrid deployment options
- Wide integration support
Cons
- Advanced features cost extra
- Interface can be complex
Best for: Businesses needing secure file sharing and compliance.
OnlyOffice
Free and paid plansOnlyOffice provides document editing, sharing, and management in a self-hosted or cloud-based environment. It features version control, access permissions, and workflow automation, and integrates with popular storage and productivity platforms. OnlyOffice is suitable for organizations seeking an alternative to mainstream office suites with built-in DMS.
Pros
- Open-source and self-hosting options
- Integrated office suite
- Affordable pricing
Cons
- Limited advanced DMS features
- Requires technical setup for self-hosting
Best for: Organizations seeking an open-source office and document management suite.
How to Choose the Right Document Management Software
Start by mapping your document workflows, key integrations, and compliance requirements. If you handle sensitive data, look for tools with strong encryption and audit trails. For teams collaborating across locations, prioritize cloud-based solutions with mobile access and real-time editing.
Consider the learning curve and support options. Some platforms offer extensive customization but require IT resources, while others are more user-friendly out of the box.
Key Features to Look For
Version control prevents confusion from multiple file copies and ensures you always have access to previous document iterations. Workflow automation can save hours by routing documents for approval or signature automatically.
Integrations with your CRM, email, and productivity tools reduce manual work and keep information flowing smoothly. Mobile apps are essential for teams that need access on the go.
Implementation Tips
Pilot the software with a small team before rolling it out company-wide. Train users on best practices for naming, sharing, and securing documents. Set up clear folder structures and permission levels from the start to avoid chaos as your document library grows.
Frequently asked questions
What is document management software?
Document management software is a digital solution for storing, organizing, and tracking electronic documents. It often includes features like search, version control, access permissions, and workflow automation.
How does document management software improve compliance?
Many solutions offer audit trails, permission controls, and retention policies that help organizations meet regulatory requirements for data security and privacy.
Can document management software integrate with other business tools?
Yes, most leading platforms integrate with email, CRM, project management, and e-signature tools to streamline workflows and reduce manual data entry.
Is cloud-based or on-premises document management better?
Cloud-based solutions are easier to deploy and maintain, offering remote access and scalability. On-premises options may be preferred for organizations with strict data residency or security requirements.
How do I ensure my documents are secure?
Choose software with encryption, granular access controls, and regular security updates. Train users on safe sharing practices and monitor activity with audit logs.
What should I look for in mobile document management?
Look for apps that allow secure document access, editing, and sharing from smartphones and tablets, with offline access and biometric authentication if possible.
How do I migrate existing documents into a new system?
Most platforms offer import tools or migration services. Plan your folder structure and metadata in advance, and test the migration with a sample set of documents before a full rollout.
The bottom line
Start by shortlisting tools that meet your must-have requirements for security and integrations. Test a few with free trials or demos, involving both IT and end users, to see which fits your workflow best. For highly regulated industries, prioritize compliance certifications and granular permission settings.