put away Steve McCaskill,Brian Turner,Jonas P. Of Wall
Steve McCaskill,Brian Turner,Jonas P. Of Wall
DMS systems for file and folder management
The best document management software (DMS) makes managing files within a team easy and simple.
Document management is becoming more and more important as the paperless office concept becomes an everyday reality, especially with the growth ofcloud storageMany service providers can also support document synchronization and sharing for organizations.
However, document management is not just about securely archiving information online, it is about streamlining the entire document management process, ranging from branding templates to improving workflows and working with documents.collaboration tools(opens in new tab), in addition to the ability to sometimes classify technical information. And this is above the general.Document editing and management(opens in new tab)Tasks.
Good document management software should not only be able to work with different types of digital filesoffice software(opens in new tab), images and designs and anything else you can imagine pre-printed on paper, even from older file formats. These days will also participateelectronic signature software(opens in new tab)for documents
However, many vendors and contractors will still be paper-based, so every DMS should have ascanning documents(opens in new tab)Solution that often works independently or as part of asoftware OCR-Scan(opens in new tab)Packaging so that any paper invoice, receipt or other document 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 coming, but it is finally here for those who want to embrace it. Here are the best document management software solutions.
We also introduce themThe Best Alternatives to Microsoft Office.
Best All-in-One Document Management Software of 2023:
Why You Can Trust TechRadarOur experts spend hours testing and comparing products and services so you can choose the best one for you.Learn more about how we test.
A complete document management solution
friendly control panel
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 companies on a daily basis.
If there's one thing that can be frustrating, it's having to create branded documents using different software. This can be time consuming and piecemeal, but Templafy can help. This allows you to create a large number of files on the system and manage them from a single source.
The software is compatible with a wide range of devices and uses the cloud to give you access to all your documents on computers, tablets and smartphones. There are also automatic compliance checks and you can easily provide feedback to employees as well.
Contact is required for a price quote and, unsurprisingly, the exact cost depends on the number of users, features and plugins selected.
Document software that detects duplicates
When it comes to document management, M-Files aims to improve internal workflows and ensure that important information is kept secure at all times. Its customers include many large corporations such as Comcast and Yokohama.
There is a single vault for a large number of files and you can easily find them by client, project, date, status or any 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 notifies you when a document has been saved twice by analyzing project names and dates. You also get great integrations including Microsoft Office and Salesforce.CRM(opens in new tab).
A free trial is available, but pricing is not listed on the website, so you'll need to contact us for a quote.
Read our completeM-Files Review.
Document organization moves to the cloud
Covers the full range of document tasks
cloud based storage
DocuWare takes a cloud-based approach to document management. Integrate cloud storage and office automation to create a digital workspace. This paperless approach to the full spectrum of office tasks is another example of thedigital transformation(opens in new tab)that drives many processes today.
DocuWare offers services to create a “cloud workflow” around documents. It allows services to be purchased on a small scale as needed, and once use case scenarios have been created and reliability ensured, the service can be scaled up for a larger deployment.
Mobile apps are also offered to integrate with this workflow, making it easy to scan receipts on the go, approve invoices for quick payments, and sign forms right on the device.
Of course, while DocuWare offers a free demo and trial, pricing depends on the services chosen, so potential buyers need to contact them for a personalized quote.
Read our completeDocuWare Review.
free trial period
To update:Documentary(opens in new tab)is now offering a free trial in partnership with Techradar. Now click here to make a claim.
Compliance oriented DMS
Backed by regulators
In large organizations, processes and regulations are often put in place to ensure documents are compliant and aligned with company policies. But when you have a lot of files, following these rules can be difficult.
Used by some of the world's largest regulatory agencies, MasterControl document management software is document management software that addresses complex regulations and standards around the world. The objective is to reduce compliance costs and increase internal efficiency.
The system fully automates the routing, delivery, escalation and approval of important documents. It also has a centralized and secure archive where you can store and search business files.
There's no mention of a free trial, and pricing requires contacting the company for a quote.
5. Goalkeeper Xait
The best of cloud-based collaboration
Fully optimized for the cloud
Smart collaboration features
If you are looking for a cloud solution for creating documents, you should definitely check out XaitPorter.
The best thing about this system is that it is extremely flexible. You can collaborate and work on documents with colleagues at the same time, and you can easily exchange comments between them. It also manages all aspects of your workflow, so you don't have to worry about formatting, numbering and layout.
XaitPorter also has some handy tricks on the integration front. The software can work with Salesforce, Oracle, SAS, Microsoft 365, OpenText and Dropbox. And it's currently used by over 45,000 companies worldwide.
While a demo is available, there is no free trial and pricing requires you to contact us for a quote.
Other DMS platforms to consider
While there are several dedicated office and document platforms we could mention, including Office 365, LibreOffice, and Adobe Document Cloud, they focus more on creating and managing documents than managing and storing documents from various sources and formats. Therefore, we will continue this list by introducing some of the other DMS solutions worth considering:
same side(opens in new tab)It's a little different from standard document management in that it's more about providing a one-stop shop for all communication, design, and document sharing tools. The goal is to simplify everything into a single application rather than having multiple software applications for different tasks. The interface is simple and easy to use, with collaboration built into its heart. In that sense, Samepage makes it a potentially flexible solution to cover multiple needs.
dokmee(opens in new tab)describes itself as an enterprise content management solution for organizing, protecting and managing files. It supports multiple document formats and also offers document imaging and data capture as part of its service. Everything can be intelligently indexed using AI, with files automatically sealed for indexing and rules-based routing for easy storage and archiving, all via secure cloud hosting. As you'd expect, collaboration is supported, with permissions and auditing options available for easy file management.
electronic file cabinet(opens in new tab)is a document management software solution that uses intelligent automation to organize, name and store files according to their content. Templates are available to customize the system-wide structure of document folders. Permissions, file/folder expiration and notifications can also be configured for file sharing and sending file requests, all via a secure URL. General accessibility rules can also be configured according to company policy.
Abbyy(opens in new tab)They may be best known for their file reading and scanning services, but they also offer a digital document archiving service that allows for the secure storage and use of documents. Access can be tracked and logged, and existing documents can be reused and edited for reissue as needed. Meta keywords can be applied in addition to normal search functions to make searching easier and easily distribute them over the web or via email as needed. One potential limitation is that Abbyy's services are primarily designed to save documents in PDF format.
We also introduce thembest cloud document storage.
free trial period
Documentary(opens in new tab)is now offering a free trial in partnership with Techradar. Now click here to make a claim.
Which document management software is best for you?
When deciding which document management software to download and use, you should first consider your actual needs, as budget software options can sometimes be limited when it comes to the variety of tools available, while high-end software can really cater to your needs. all needs. So make sure you have a good idea of what features you might need.
How We Tested the Best Document Management Software
To test the best document management software, we first create an account on the relevant software platform either 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 goal was to make each software platform see the usefulness of its basic tools and the ease of getting to grips with the more advanced tools.
Read how we test, review and rate products on TechRadar(opens in new tab).
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Nicholas Fearn is a freelance technology journalist and writer based in the Welsh Valleys. His work has been featured in publications such as The FT, The Independent, The Daily Telegraph, The Next Web, T3, Android Central, Computer Weekly and many others. He's also a die-hard Mariah Carey fan!
With contributions from
- Steve McCaskill
- Brian Turner
- Jonas P. Of Wall