Document Management Software (Best Tools, Scalability, Features, And Costs)
Imagine a world where every document you need is at your fingertips. No more lost files or endless searching. Document Management Software (DMS) can turn this vision into reality, bringing order and efficiency to your workspace.
A document management system is software that stores all your office documents, making it easy to find, share, and protect important information. It’s like having a personal assistant who never misplaces any file. How cool right?
If you are looking for a document management software application, then you have come to the right place. Having been in the industry for 30 years, you can trust Ekklavya for their expertise and reliable solutions.
We will take you through the top ten document management softwares that are making waves in the industry. Those who read till the end will get golden tips on how to select the best document management system software for their business.
Top 10 Document Management Software Tools
The below mentioned are the 10 popular document management systems you can rely on:
1. Eklavya’s eOffice Automation Solution
Customers from government, education, financial services, healthcare and manufacturing industries trust Eklavya’s eOffice. Trusted by educational institutes like Symbiosis Pune, Ekklavya has clients from government agencies, healthcare, IT and manufacturing.
Secure Communication: No third-party service providers or SMTP connections are needed. All your internal communications stay private.
Easy Document Management: Whether you’re creating, storing, or searching for a document, everything is simple. We also protect your documents with encryption.
Approval Process Made Simple: We’ve added an easy-to-follow process for approvals and notes so you won’t lose track of important documents.
Handle Incoming Mail: Any letters or packages you receive can be automatically linked to the right files in the system.
Added Security : With digital signatures and secure access , your documents are safe.
2. M-Files
M-Files is known for its intuitive interface and AI-powered automation, making it a top choice for businesses of all sizes.
Client document management software capabilities.
Document version control and metadata-driven organization.
Integration with popular tools like Microsoft 365.
3. DocuWare
DocuWare offers cloud-based and on-premise document management system solutions with a focus on automation.
Automated data capture and indexing.
Strong compliance and audit trail features.
4. SharePoint
Microsoft’s SharePoint is a versatile windows document management software for collaboration and file sharing.
Seamless integration with Microsoft products.
Suitable for enterprises needing the best enterprise document management system.
5. Laserfiche
Laserfiche is a popular choice for its advanced workflows and business process automation.
Scalable for growing businesses.
Mobile access and e-forms support.
6. OpenText
OpenText provides enterprise-grade document management system solutions, ideal for large organizations.
Advanced security and compliance features.
AI and analytics integration.
7. Google Workspace
For those seeking a lightweight and affordable option, Google Workspace offers cheap document management system tools.
Cloud storage with easy access.
Real-time collaboration and sharing.
8. Box
Box is a cloud-based document management software application known for its security and collaboration features.
End-to-end encryption for data protection.
Integration with over 1,500 apps.
9. Dropbox Business
Dropbox Business offers a user-friendly platform for personal document management software reviews and enterprise needs. It is used by people globally in approximately 170+ countries.
File recovery and version history.
Easy-to-use interface with robust sharing options.
10. Zoho Docs
Zoho Docs provides an affordable, all-in-one solution for small to medium businesses. It’s main USP is Office Suite Editors, which enables teams to work together on a document.
Top-rated document management software for SMBs.
Friendly with Android and iOS mobile applications.
Document syncing, sharing, and collaborative editing.
Factors To Consider Before Choosing A Document Management System Software
Selecting the right document management providers requires careful evaluation. Here are the five key factors to guide your decision:
1. Consider Your Current & Future Requirements
Can you treat a disease without knowing about it? No right! In the same way, investing in a business document management system without understanding your company’s needs is a recipe for failure.
To ensure a successful deployment, follow these steps:
Step 1: Research well and find areas that need improvement in the present or later future. What specific challenges are you facing? Are you seeking better file organization, enhanced security, or improved collaboration? Having clear goals will help you select the best document management tools aligned with your objectives.
Step 2: Now, make a comprehensive list of document types your company handles, the departments involved, and the processes you want to streamline. This clarity ensures that you choose the best online document management system.
Step 3: Don’t get distracted by fancy features. Instead, focus on the outcomes you want to achieve. For instance, if security is a top priority, opt for secure document management software.
Step 4: Consider the software’s compatibility with your business's other tools, such as CRM or ERP systems. Also, think long-term—can the document management system solutions handle your projected growth and evolving needs?
2. Check For User Friendliness
When selecting a DMS, companies often get lost in the glorified features and current technological capabilities. However, one very important aspect that gets overlooked is whether the system is user-friendly. Even the most advanced document management system tools will fall short if your team struggles to use them effectively.
What if the system has great features but is too complicated for an average user? The money invested is in vain.
To avoid falling into this trap, opt for a simple document management software that offers intuitive navigation and straightforward commands. A good rule of thumb? If users can perform basic tasks without needing a manual, the system is user-friendly.
3. Ensure Security & Compliance
Over 40% of data breaches are caused by data storage on multiple platforms, costing fines of USD 5.17 million. Now you know why choosing a secure document management software is non-negotiable. Here’s what your checklist must look like:
Always Prefer End-to-End Encryption:
Your office document management software should protect data when it’s being sent and stored. This means even if someone tries to intercept it, they won’t be able to access the information.
Check for Multi-Factor Authentication (MFA):
MFA adds an extra layer of protection by requiring users to verify their identity with more than just a password—like a text message code, biometric (fingerprint, face scan), or an app notification.
Role-Based Access Control (RBAC):
Not everyone in your team needs access to every file. A good business document management system lets you control who can see and edit specific documents, reducing security risks.
Audit Trails:
You should be able to track who accessed or changed a document. This helps you check for unusual activity, if any.
Cloud Security:
If you’re using a cloud-based system, check the provider’s data centers' security. Look for features like 24/7 monitoring, encryption, and strong physical security measures.
Regular Security Updates:
Threats change all the time, so your software should too. Look for providers that update their systems regularly and run security tests to keep up with new risks.
4. Calculate The Total Cost Involved
Budget is a major concern for small businesses. Therefore, you must evaluate the total cost of ownership (TCO).
Start by evaluating the upfront costs, but don’t stop there. Consider factors like:
Maintenance and Support Costs
Hardware Requirements
IT Support Needs
Automatic Software Updates
Once you've considered all costs, opt for a quality yet cheap document management system like Eklavya’s e-Office solutions. It manages your documents while keeping costs in check.
Which Document Management System Is Best For Your Business Needs?
There are many types of software, but which one is the right fit for your company? If you are a small business, your needs and priorities will be different. So, what might be the best DMS for an MNC might not be the perfect choice for your company.
Here are some simple steps to guide you:
Know What You Need: Think about what your business needs. Do you need a simple storage system, or do you need advanced features like collaboration and version tracking?
Consider Your Business Size: If you’re a small business, you may not need all the advanced features. Larger companies may need something more robust with more complex functions.
Think About Future Growth - As your business expands, your software should scale with it. Opt for a solution that adapts to your changing needs without frequent overhauls.
Test Before You Commit - Take advantage of trial periods. They give you hands-on experience to see if the software fits your needs and works well with your team before you commit to it.
Frequently Asked Questions About Document Management Software
eoffice automation solution by Eklavya is the best document management system software. The software is affordable, scalable, and has a user-friendly interface. The best part - it allows for smooth integration with all functions within the organization without relying on any 3rd party service provider or SMTP connection.
When selecting document management solutions, focus on features, pricing, scalability, integration capabilities, and security measures. Trial periods and demos are essential to test usability and fit.