Top 10 Document Management Software Solutions Compared
By Amanda Reyes | Published: Current Evaluation Cycle | Category: Document Management Software
About Document Management Software
Document management software (DMS) enables organizations to electronically store, track, manage, and retrieve documents and digital files. These systems improve workflow efficiency, enhance security, ensure compliance, and facilitate collaboration.
Scoring Criteria
- → Ease of Use
- → Feature Set
- → Integration Capabilities
- → Security & Compliance
- → Collaboration Tools
- → Search Functionality
- → Value for Money
The Best Document Management Software
#10
Templafy
By Templafy
A content enablement platform focused on managing business document templates and ensuring brand consistency across the organization.
Platforms & Use Cases
Platforms: Web, Windows, macOS, Microsoft Office Add-in
Best For: Template Management, Brand Compliance, Document Creation Efficiency, Sales Enablement, Legal Document Assembly
Key Features
- ✓Template Library: Centralized access to approved company templates within office applications. (Core Functionality)
- ✓Dynamic Personalization: Automatically populates templates with user profile data and relevant content. (Efficient)
- ✓Brand & Legal Compliance: Ensures documents adhere to brand guidelines and include correct legal disclaimers. (Controlled)
- ✓Productivity Tools: Tools for checking formatting, reusing content slides/text blocks. (Helpful)
- ✓Integration with DMS/CRM: Connects with SharePoint, Salesforce, etc. to pull/push data. (Connected)
Scorecard (Overall: 6.9 / 10.0)
Pricing
Custom Quote
Contact Vendor
- Platform access
- Integrations
- Admin controls
- Support
Limitations: Pricing depends heavily on user count and features, Not a traditional DMS
Pros
- + Excellent for managing document templates and brand consistency
- + Seamless integration within Microsoft Office
- + Improves user productivity in document creation
- + Strong focus on compliance
Cons
- - Not a full-fledged document management system (lacks storage, versioning)
- - Primarily focused on document creation, not lifecycle management
- - Collaboration features are minimal
- - Pricing requires custom quote
Verdict
"A specialized tool that excels at template management and brand compliance within the document creation process. It complements, rather than replaces, a traditional DMS."
#9
OpenText Content Suite
By OpenText
A comprehensive enterprise information management (EIM) platform providing content management, records management, archiving, and process automation.
Platforms & Use Cases
Platforms: Web, Windows, iOS, Android
Best For: Enterprise Content Management, Records Management & Archiving, Compliance & Governance, Case Management, Industry Solutions (Energy, Life Sciences)
Key Features
- ✓Broad EIM Capabilities: Covers full content lifecycle from creation to archiving. (Comprehensive)
- ✓Strong Records Management: Robust features for retention, disposition, and legal holds. (Enterprise-grade)
- ✓Integration with SAP & Microsoft: Deep integrations with major enterprise systems. (Connected)
- ✓AppWorks Platform: Low-code platform for building process automation and case management apps. (Extensible)
- ✓Industry Templates: Pre-configured solutions for specific vertical markets. (Targeted)
Scorecard (Overall: 8.0 / 10.0)
Pricing
Custom Quote
Contact Vendor
- Tailored solutions
- On-premise, cloud, or hybrid
- Extensive module library
Limitations: Complex pricing, Typically high cost of ownership
Pros
- + Extremely comprehensive feature set covering all aspects of EIM
- + Industry leader in records management and compliance
- + Highly scalable and robust
- + Strong integrations with other enterprise systems
Cons
- - Very complex to implement and manage
- - High total cost of ownership
- - User interface can be seen as dated or non-intuitive
- - Overkill for smaller organizations or simple DMS needs
Verdict
"A powerhouse EIM solution for large enterprises with complex content management, compliance, and integration needs. Its breadth and depth come at the cost of complexity and significant investment."
#8
Alfresco Content Services
By Hyland
An open-source enterprise content management platform offering flexibility and customization for large organizations.
Platforms & Use Cases
Platforms: Web, Windows, macOS, Linux, iOS, Android
Best For: Large Scale Content Management, Records Management, Process Automation, Custom Content Applications, Compliance
Key Features
- ✓Open Source Core: Provides flexibility and avoids vendor lock-in. (Customizable)
- ✓Modular Architecture: Allows selective deployment of features and services. (Scalable)
- ✓Process Services Integration: Integrates with Alfresco Process Services (Activiti) for BPM. (Powerful Workflow)
- ✓Governance Services: Module for records management and compliance (DoD 5015.2 certified). (Compliant)
- ✓Cloud-Native Deployment: Supports deployment on AWS, Azure, and other cloud platforms. (Modern)
Scorecard (Overall: 7.7 / 10.0)
Pricing
Community Edition
Contact Vendor
- Core ECM functionality
- Open source
Limitations: No official support, Lacks enterprise features/modules
Enterprise Edition (Subscription)
Contact Vendor
- Full feature set
- Official support
- Governance Services
- Enterprise integrations
Limitations: Requires significant technical expertise, Subscription cost can be high
Pros
- + Highly flexible and customizable due to open-source nature
- + Scalable for large enterprises
- + Strong compliance and records management capabilities
- + Cloud-native architecture
Cons
- - Requires significant technical expertise to implement and manage
- - Community edition lacks support and key enterprise features
- - Can be complex for end-users
- - Enterprise subscription can be costly
Verdict
"Best suited for large organizations with strong IT capabilities needing a highly customizable and scalable ECM platform. The open-source nature offers flexibility but demands technical investment."
#7
Laserfiche
By Laserfiche
An enterprise content management (ECM) platform offering document management, workflow automation, records management, and analytics.
Platforms & Use Cases
Platforms: Web, Windows, iOS, Android
Best For: Records Management, Business Process Automation, Compliance, Digital Transformation, Government & Education
Key Features
- ✓Workflow Automation: Drag-and-drop interface for designing complex business processes. (Powerful)
- ✓Records Management: DoD 5015.2-certified module for managing retention schedules and compliance. (Certified)
- ✓Electronic Forms: Design and deploy web forms integrated with workflows. (Versatile)
- ✓Audit Trail: Comprehensive logging of user actions and document history. (Secure)
- ✓Repository Structure: Flexible folder structures and robust metadata capabilities. (Organized)
Scorecard (Overall: 7.4 / 10.0)
Pricing
Laserfiche Cloud
$50.00 / per user/month (starting estimate)
- Core DMS
- Basic Workflow
- Forms
- Cloud storage
Limitations: Sold through VARs, pricing varies
Laserfiche On-Premises
Contact Vendor
- Self-hosted
- Full suite availability
- Scalable licensing
Limitations: Requires internal IT resources, Higher upfront cost
Pros
- + Very strong workflow automation capabilities
- + Excellent records management and compliance features
- + Scalable for enterprise needs
- + Available both cloud and on-premise
Cons
- - Can be complex and require significant configuration
- - Pricing structure through VARs can be opaque and expensive
- - Collaboration tools are less emphasized
- - User interface can feel less modern
Verdict
"A robust ECM solution excelling in workflow automation and records management, particularly suited for regulated industries or government. Best implemented with partner support due to complexity and cost."
#6
Google Workspace (Drive)
By Google
A suite of cloud-based productivity and collaboration tools, with Google Drive serving as the core document storage and management component.
Platforms & Use Cases
Platforms: Web, Windows, macOS, iOS, Android
Best For: Real-time Collaboration, Cloud Document Storage, Team Drives, Basic Document Management, Integration with Google Apps
Key Features
- ✓Google Drive: Cloud storage with file synchronization and sharing. (Central Hub)
- ✓Google Docs, Sheets, Slides: Web-based office suite with excellent real-time co-editing. (Highly Collaborative)
- ✓Shared Drives: Team-owned storage spaces for collaborative projects. (Team-focused)
- ✓Cloud Search: Powerful search across Google Workspace apps (higher tiers). (Effective)
- ✓Security & Admin Controls: Admin console, Vault for eDiscovery and archiving (higher tiers). (Scalable)
Scorecard (Overall: 8.4 / 10.0)
Pricing
Business Starter
$6.00 / per user/month
- 30 GB storage per user
- Standard support
- Basic security
Limitations: Limited storage, No Vault or advanced features
Business Standard
$12.00 / per user/month
- 2 TB storage per user
- Shared drives
- Meeting recordings
Limitations: No Vault
Business Plus
$18.00 / per user/month
- 5 TB storage per user
- Vault (eDiscovery, retention)
- Advanced security controls
Limitations: Less sophisticated DMS features than dedicated solutions
Pros
- + Excellent real-time collaboration tools
- + Seamless integration with Google ecosystem
- + Generous storage options at reasonable prices
- + User-friendly interface
Cons
- - Core DMS features (versioning, workflow) less robust than dedicated systems
- - Metadata handling is basic
- - Advanced compliance/security requires higher tiers
Verdict
"A superb choice for organizations prioritizing real-time collaboration and already using Google's ecosystem. Offers great value, but less powerful as a pure, feature-rich DMS compared to specialized platforms."
#5
Dropbox Business
By Dropbox
A popular cloud storage and file synchronization service with added business features for team collaboration and administration.
Platforms & Use Cases
Platforms: Web, Windows, macOS, Linux, iOS, Android
Best For: Team File Sharing, Simple Collaboration, Backup and Sync, Creative Asset Management, Remote Work
Key Features
- ✓Smart Sync: Access files stored in the cloud without using local hard drive space. (Space-saving)
- ✓Dropbox Paper: A collaborative document editing tool. (Integrated)
- ✓File Recovery & Version History: Restore deleted files or previous versions (up to 180 days typically). (Reliable)
- ✓Admin Console: Centralized management of users, security, and sharing permissions. (Comprehensive)
- ✓App Integrations: Connects with tools like Slack, Zoom, Microsoft 365, Google Workspace. (Growing)
Scorecard (Overall: 7.9 / 10.0)
Pricing
Standard
$12.50 / per user/month (annual billing)
- 5 TB total storage
- 180-day file recovery
- Basic sharing controls
Limitations: Limited admin tools, No advanced security
Advanced
$20.00 / per user/month (annual billing)
- Unlimited storage (as needed)
- Advanced admin controls
- Audit logs
- Single Sign-On (SSO)
Limitations: Workflow features are minimal
Enterprise
Contact Vendor
- Custom solutions
- Advanced security features
- Device controls
- Dedicated support
Limitations: Requires quote
Pros
- + Extremely easy to use and deploy
- + Excellent file synchronization capabilities
- + Good collaboration features for simple tasks
- + Cross-platform availability
Cons
- - Lacks advanced workflow automation
- - Security and compliance features less robust than enterprise-focused DMS
- - Search functionality is basic compared to others
Verdict
"Best for teams needing straightforward, reliable cloud storage and file sharing with excellent ease of use. Less suitable for complex workflow automation or strict compliance requirements."
#4
Box
By Box, Inc.
A cloud content management platform focused on secure collaboration and content sharing for businesses of all sizes.
Platforms & Use Cases
Platforms: Web, Windows, macOS, iOS, Android
Best For: Secure File Sharing, External Collaboration, Content Governance, Digital Asset Management, Regulated Industries
Key Features
- ✓Box Sign: Integrated e-signature capabilities. (Convenient)
- ✓Box Relay: Workflow automation tool for content-centric processes. (Simple)
- ✓Security & Governance: Advanced security controls, granular permissions, Box Shield for threat detection. (Enterprise-grade)
- ✓Extensive Integrations: Connects with thousands of business applications (Microsoft 365, Google Workspace, Salesforce). (Broad)
- ✓Collaboration Tools: Commenting, task assignment, real-time alerts. (Effective)
Scorecard (Overall: 8.3 / 10.0)
Pricing
Business
$15.00 / per user/month (annual billing)
- Unlimited storage
- 5 GB file upload limit
- Basic integrations
Limitations: Limited workflow features
Business Plus
$25.00 / per user/month (annual billing)
- Unlimited external collaborators
- Content tracking
- Basic workflow (Relay)
Limitations: Advanced security costs more
Enterprise
$35.00 / per user/month (annual billing)
- Box Zones (data residency)
- Advanced security (Shield)
- Document watermarking
- Workflow automation
Limitations: Can be expensive at scale
Pros
- + Strong security and governance features
- + Excellent for external collaboration
- + User-friendly interface
- + Wide range of integrations
Cons
- - Workflow capabilities less advanced than dedicated BPM tools
- - Higher tiers required for key features like advanced security and workflow
- - Can be pricey
Verdict
"Ideal for organizations prioritizing secure external collaboration and content governance within a user-friendly cloud environment. Strong integration capabilities make it versatile."
#3
DocuWare
By DocuWare Corporation
Cloud-based document management and workflow automation solution focused on digitizing and securing business documents for SMBs and enterprises.
Platforms & Use Cases
Platforms: Web, Windows, iOS, Android
Best For: Invoice Processing, HR Document Management, Contract Management, Digital Mailroom, Compliance Archiving
Key Features
- ✓Intelligent Indexing: Automatically captures key data from documents to minimize manual entry. (Efficient)
- ✓Workflow Manager: Graphical tool for designing and automating document-centric processes. (User-friendly)
- ✓Electronic Forms: Create web forms to capture data and initiate workflows. (Integrated)
- ✓Secure Archiving: Tamper-proof storage meeting compliance requirements. (Reliable)
- ✓Mobile Access: Full-featured mobile apps for accessing documents and workflows on the go. (Convenient)
Scorecard (Overall: 7.7 / 10.0)
Pricing
DocuWare Cloud (Base Package)
$300.00 / per month (approx. starting)
- 4 users included
- Core document management
- Basic workflow
Limitations: Pricing based on user count, storage, and features
Custom Cloud/On-Premise
Contact Vendor
- Tailored solutions
- Advanced modules (e.g., Intelligent Indexing)
- On-premise option available
Limitations: Can become expensive with add-ons
Pros
- + Strong focus on automation and workflow
- + User-friendly interface
- + Good mobile capabilities
- + Robust security and compliance features
Cons
- - Integration options less extensive than some competitors
- - Pricing can be complex and relatively high
- - Collaboration features are standard
Verdict
"A solid choice for businesses prioritizing workflow automation, particularly for processes like invoice processing and HR. Its cloud platform is mature and user-friendly."
#2
M-Files
By M-Files Corporation
A unique metadata-driven DMS that organizes content based on what it is, rather than where it's stored, available on-premise, cloud, or hybrid.
Platforms & Use Cases
Platforms: Web, Windows, macOS, iOS, Android
Best For: Compliance Management, Quality Management, Contract Management, Invoice Processing, Project Management
Key Features
- ✓Metadata-Driven Architecture: Organizes files based on context and metadata, not folder structures. (Core differentiator)
- ✓Repository Agnostic: Can manage documents stored in various locations (network drives, SharePoint, Box, etc.). (High flexibility)
- ✓Workflow Automation: Visual workflow designer for automating document processes. (Advanced)
- ✓AI Capabilities (M-Files Hubshare): Intelligent information management features. (Emerging)
- ✓Compliance Support: Features for FDA, GDPR, HIPAA compliance. (Strong)
Scorecard (Overall: 8.3 / 10.0)
Pricing
Custom Quote
Contact Vendor
- Tailored solutions
- On-premise, cloud, or hybrid deployment
- Full feature set available
Limitations: Pricing not publicly available, Can be expensive
Pros
- + Innovative metadata-based approach
- + Highly flexible and customizable
- + Strong workflow and compliance features
- + Connects disparate data repositories
Cons
- - Requires a shift in thinking from traditional folders
- - Pricing is not transparent
- - Can have a steeper learning curve initially
Verdict
"A powerful and flexible DMS ideal for organizations struggling with information silos and needing strong compliance and workflow capabilities. Best suited for businesses ready to embrace a metadata-centric approach."
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#1
Microsoft SharePoint
By Microsoft
A web-based collaborative platform tightly integrated with Microsoft 365, offering extensive document management and storage capabilities.
Platforms & Use Cases
Platforms: Web, Windows, macOS, iOS, Android
Best For: Enterprise Content Management, Team Collaboration, Intranet Portals, Workflow Automation, Compliance Management
Key Features
- ✓Version History: Tracks changes to documents over time, allowing rollback to previous versions. (Comprehensive)
- ✓Co-authoring: Allows multiple users to edit documents simultaneously. (Real-time)
- ✓Advanced Search: Powerful search capabilities across libraries and sites, including metadata. (Robust)
- ✓Workflow Automation: Integrates with Power Automate for creating custom document workflows. (Extensive)
- ✓Security Controls: Granular permissions, data loss prevention (DLP), and compliance features. (Strong)
Scorecard (Overall: 8.9 / 10.0)
Pricing
SharePoint Online (Plan 1)
$5.00 / per user/month
- 1 TB OneDrive storage
- Document management
- Basic workflows
Limitations: Requires Microsoft 365 subscription for full potential
SharePoint Online (Plan 2)
$10.00 / per user/month
- Unlimited personal cloud storage
- Advanced DLP
- In-place hold
- Advanced search
Limitations: Complexity can be high
Microsoft 365 Business/Enterprise
$6.00 / per user/month (starting)
- Includes SharePoint, Teams, Office Apps, Exchange
- Varies by plan
Limitations: Overkill for simple DMS needs
Pros
- + Deep integration with Microsoft 365
- + Powerful collaboration features
- + Highly scalable
- + Strong security and compliance options
Cons
- - Can be complex to configure and manage
- - User interface can feel dated or overwhelming
- - Best features require higher-tier M365 plans
Verdict
"Excellent choice for organizations already invested in the Microsoft ecosystem, offering unparalleled integration and collaboration features, though setup can be complex."
Final Thoughts
The document management software landscape offers diverse solutions, from comprehensive enterprise platforms like OpenText and Microsoft SharePoint to user-friendly cloud storage like Dropbox Business and Google Workspace, and innovative approaches like M-Files. Key differentiators include workflow automation strength (DocuWare, Laserfiche), collaboration focus (SharePoint, Google Workspace), security/governance (Box, OpenText), and specialized functions like template management (Templafy). The best choice depends heavily on organizational size, existing infrastructure, specific use cases (e.g., compliance, collaboration), technical expertise, and budget.