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Efficient document archiving is essential for businesses looking to streamline their workflows and optimize digital management processes. With the rise of cloud-based document management systems and automated document solutions, organizations can now handle a wide range of document types securely and effectively.
Digital document archiving offers more than just storage; it ensures that critical information is accessible, organized, and protected. A robust document management solution not only improves document workflow but also enhances overall efficiency by leveraging secure and electronic methods for storing and managing files.
Keep reading to discover 37 of the best tools for digital document management and how they can transform your organization’s approach to archiving.
Key Takeaways Electronic document management systems provide a solid document solution to streamline your document flow and enhance organization across your business operations. Document archiving software integrates seamlessly with information retrieval systems, making it easier to access and manage documents and content efficiently. Choosing the right document management for your business ensures improved workflow, secure storage, and optimized access to critical files. Fluix is a cloud-based software platform for managing digital documents, forms, and workflows. The platform enables users to create, edit, annotate, and share PDF documents on any device. It provides advanced features for managing document workflows.
Fluix’s key features include document versioning, access controls, and audit trails. They help ensure that documents are secure and accessed only by authorized personnel. The platform also offers digital signatures and authentication to sign and approve documents.
Price Plan
Fluix Core Plan starts at $30 per user/month
Fluix
Fluix is a no-code, simple-to-use workflow automation platform that helps companies to digitize document processes and automate routine tasks, all in one place.
Microsoft SharePoint SharePoint, created by Microsoft, allows teams to store and access documents and files. It makes dynamic sites for projects and divisions to share files and other resources. Also, you can collaborate within and outside the organization.
SharePoint is part of the Microsoft 365 suite of apps. It can integrate with other Microsoft tools like MS Office, OneDrive, and Microsoft Teams. To streamline collaboration and improve productivity.
Price Plan
Annual Subscription-auto renews SharePoint Online (Plan 1): $5/user per monthSharePoint Online (Plan 2): $10/user per monthOffice 365 E3: $23/user per month
Microsoft
Securely stream your Windows experience from the Microsoft cloud to any device.
ProofHub is a cloud-based SaaS tool that streamlines team collaboration and project management. The software offers advanced features, including friendly File Management Software . Digital file and document organization can be time-consuming for project teams, but ProofHub’s File Management system simplifies the process.
This software allows project teams to upload, store, and organize all their documents in one location. You can access files, share links, and collaborate with distributed team members. With “File versioning,” you can store versions of the same file. “Advanced search” makes it easy to locate documents using keywords and phrases.
Price Plan
Essential Plan: $45/month, billed annuallyUltimate Control Plan: $89/month, billed annually According to DocuWare, employees spend half of their time searching for documents. But DocuWare can reduce this issue by allowing users to store all their documents and files on its cloud-based platform. Employees can save time and be more productive.
DocuWare provides onboarding new employees, invoice processing, and contract management. DocuWare offers regulatory compliance safety features to protect files from unauthorized access.
Price Plan
For a precise quote, you can contact their customer service. Google Drive is a cloud-based file management system developed by Google. It allows users to store their files and documents in a central location that users can access from any device with an internet connection.
Google Drive offers a range of features that simplify file management. For example, it allows users to organize their files into folders and subfolders, which users can share with other users. The platform also includes a powerful search function enabling users to find specific files.
Google Drive provides collaboration tools such as shared documents and real-time editing. It makes it ideal for team projects, allowing members to work on the same paper regardless of location.
Price Plan
It offers free 15 GB storage. The membership plan starts at $1.99/month. M-Files M-Files organizes company files based on their content, not their storage location. By consolidating all files into a central location, M-Files enables users to find what they need.
Users can tag the file, enter the metadata, and save it. M-Files will locate the data and notify the user of any duplication. The platform is device-agnostic and can be deployed in the cloud, on-premises, or in a hybrid environment.
M-Files ensures the safety of your data, so you can focus on your work without worrying about data loss or breaches.
Price Plan
You can contact their customer service for an exact price quote based on your needs. OnlyOffice OnlyOffice is the best document management software that offers a simple way to store and retrieve office files. Users can upload documents, presentations, spreadsheets, and other workplace data.
OnlyOffice provides real-time collaboration, change tracking, version history, and feedback. With support for all major file formats, including PDF, DOC, CSV, TXT, and HTML, OnlyOffice guarantees the security of all files on their platform.
Moreover, users can integrate their cloud storage services like Dropbox or Google Drive to unify all their data in one place.
Price Plan
Enterprise Edition Basic: $1500/server, lifetime accessEnterprise Edition Plus: $2100/server, lifetime accessEnterprise Edition Premium: $2,400/server, lifetime access Alfresco is a powerful open-source file management for large enterprises. It is a platform for managing documents and records throughout their entire lifecycle. Alfresco allows users to organize, store, and manage content.
The system also includes advanced document versioning features. Its robust collaboration tools allow users to collaborate on documents. Alfresco integrates with other business applications, such as Salesforce and Microsoft Office.
Price Plan
For more information, don’t hesitate to get in touch with Alfresco’s sales team. Hightail is a cloud-based platform that simplifies teamwork and file sharing for professionals. Its file management features enable users to upload, store, and share large files. It includes images, videos, presentations, and other multimedia files.
Hightail ensures that your files are secure with advanced security options.
Hightail integrates with Adobe Creative Suite, Microsoft Office, and Google Drive.
Price Plan
Lite: FreePro: $12/monthTeams: $24/monthBusiness: $36/month Dokmee is a software designed for document management. It lets users capture, store, and manage their digital files and documents. Also, it reduces the need for paper-based filing systems.
Dokmee offers document scanning, automated data capture, and optical character recognition (OCR). These features allow users to convert paper documents into digital files, extract meaningful data, and find the necessary information. Dokmee provides full security features, such as access controls, audit trails, and user permissions.
Price Plan
Feel free to contact Dokmee’s sales team for further information. LogicalDOC offers an open-source solution to organize, manage, and share digital files. The platform enhances document processing workflows and facilitates team collaboration.
LogicalDOC offers document versioning, access controls, and audit trails. It provides an extra layer of security and ensures that documents are accessed only by authorized users. The platform’s search capabilities enable users to find the documents they need.
This document management solution is integrated with Salesforce, Microsoft Office, and Google Drive. This integration allows users to work across different applications. They are enhancing their productivity and workflow efficiency.
Price Plan
To learn more about LogicalDOC and its pricing, users can request a demo or contact the sales team for more information. PaperTracer is a cloud-based software that helps businesses manage their paper-based and digital files . Its features include document scanning, optical character recognition (OCR), automated data capture, and version control.
With advanced search capabilities, users can find the documents they need. PaperTracer’s security features include user permissions and access controls. To ensure records are accessed only by authorized personnel.
The platform offers collaboration tools, streamlining communication and workflow. It can integrate with other business systems such as Salesforce and Microsoft Office.
Price Plan
Contact their sales team for a pricing quote about PaperTracer’s feature set. Ademero helps businesses manage digital documents and streamline document processing workflows. Their flagship product is Content Central, a web-based document management system.
They offer workflow automation solutions with Forms Central and Process Automation software.
Price Plan
Visit Ademero’s official website or contact their sales team for more information on their pricing plans. Adobe Document Cloud Adobe Document Cloud is a cloud-based software suite from Adobe that provides a range of tools for working with digital documents. It includes PDF editing, e-signature capabilities, and document management.
The platform can document scanning, automatic form recognition, and advanced search. It allows users to create, edit, and manage digital documents.
Adobe Document Cloud is a subscription service accessed from various devices and platforms.
Price Plan
A. Individuals
Acrobat Standard: $12.99/moAcrobat Pro: $19.99/mo B. Business
Acrobat For Teams: $22.19/mo/license C. Students & Teachers
Acrobat Pro for Students & Teachers: $19.99/moCreative Cloud All Apps for Students & Teachers: $19.99/mo eFileCabinet eFileCabinet is a software designed to manage digital documents and streamline document processing workflows. Its features include document capture, storage, retrieval, sharing, collaboration, workflow automation, and compliance.
The platform tools help businesses adhere to specific regulations and legal requirements. eFileCabinet can be deployed on-premises or in the cloud.
Price Plan
Users can contact the sales team to obtain more information about eFileCabinet and its pricing. DocuPhase offers several advanced tools and features for achieving better organization and productivity. One of these tools is its auto-indexing technology. It uses artificial intelligence to sort incoming files using preset tags. This feature is handy and reduces the time required for manual sorting and tagging.
Another valuable feature of DocuPhase is its advanced search function. This feature facilitates simple document retrieval and saves the time of the team.
Price Plan
Contacting the sales team can obtain more information about Docuphase and its pricing. Dropbox Dropbox is a popular document management software that provides solutions for individuals and teams of all sizes. One of the reasons for its popularity is the availability of a free plan. It allows users to store and manage files without any cost.
Dropbox is also well-known for its mobility, allowing remote team members to work within the system. This feature is handy in today’s work environment. Dropbox offers these capabilities even in its free version.
Price Plan
Professional: $16.58 / monthProfessional + eSign: $24.99 / monthStandard: $15 / user/month isoTracker IsoTracker is a web-based file management system designed to help organizations automate their document control processes. Additionally, it ensures compliance with industry standards and regulations. The system provides tools to help manage documents, track change, and automate approval workflows.
isoTracker stood out for its exceptional customer support. The company offers a live chat feature that appears as soon as you access their website. Customers can get in touch with an agent and have their questions or concerns addressed in real-time.
Price Plan
It offers a 60-day trial. You can contact isoTracker’s customer support to get the price plans. Canon USA Doc Management Canon USA offers a range of document management solutions, including their imageFORMULA document scanners and uniFLOW software. The imageFORMULA scanners help businesses digitize their paper documents with features like automatic document feeders and double-sided scanning.
uniFLOW, on the other hand, provides users with a centralized system for managing document workflows. It allows users to create customized workflows, track document activity, and enforce security policies to help protect sensitive information
Price Plan
Contact Canon for a quote, where pricing and solutions will be based on your business size and needs. FileHold is a document management software that organizes, manages, and accesses documents. It comprises document capture, search and retrieval, security, and workflow automation.
Users can import documents from various sources and store them in a centralized repository. The software supports version control and audit trails.
Price Plan
The software’s cost depends on the selected features, with a starting price of $25 per user per month. Templafy helps businesses create, manage, and distribute documents. It offers a central library for storing templates, brand assets, and other important content, which all team members can access. Templafy simplifies the document creation process by document assembly, saving valuable time.
Templafy can be accessed from any device, making it an excellent solution for remote work.
Price Plan
The software’s cost depends on the selected features, with a starting price of $25 per user per month. MasterControl manages files subject to regulation, such as pharmaceuticals and medical devices. It enables handling quality and compliance documentation, including document control and training management.
The software ensures that organizations follow regulatory requirements and industry standards. Users can create, review, and approve documents within a secure and centralized system.
Price Plan
You contact them to get a customized price quote that considers your particular requirements. XaitPorter facilitates the creation of complex documents, such as manuals, reports, and proposals. It is by allowing users to work on the same paper. It offers various tools to manage document creation, including document templates and workflows.
XaitPorter incorporates version control and audit trail features to ensure accuracy and compliance.
Price Plan
Contact their customer service to provide a customized price quote that matches your requirements. Effivity assists organizations in integrating their business processes with ISO compliance. It also manages its quality, safety, health, and environmental (QHSE) certifications.
Effivity file management system helps users to manage documents by providing access control and approval workflows. It also includes document change history, metadata, and full-text search capabilities. It is integrated with modules, including risk and opportunity management and internal audits.
Price Plan
Starter: $97/month, billed annually Growth: $243/month, billed annually Enterprise: $556/month, billed annually Legito Legito’s document management module offers collaboration, security, templates, automation, integration, and reporting features. Users can collaborate in real-time, access controls, version controls, and document encryption.
Automated workflows can reduce the time to complete tasks. Integration with other tools makes it easy to import and export documents. Reporting and analytics tools provide insights into document management processes, such as usage, history, and performance metrics.
Price Plan
Basic: $1,200/yearSmall Business: $9,600/yearCustom: Contact Legito’s customer support Abbyy ABBYY is a file management system software company that offers a range of products related to document management, including OCR (optical character recognition), record capture and conversion, and content intelligence.
Their products help businesses automate document-related processes and improve document security and compliance. ABBYY’s products are used in finance, healthcare, legal, and government industries.
Price Plan
Contact Abbyy’s sales support to get a precise price quotation. Docs2Manage is a cloud-based document management solution that provides businesses with efficient ways to manage their documents. With Docs2Manage, users can easily upload, store, and organize their papers, collaborate with their team members, and share documents securely. The platform includes features such as version control, access control, and full-text search capabilities, which make it easy for users to find and manage their documents.
Docs2Manage offers workflow automation capabilities that can help streamline document review and approval processes, saving businesses time and resources.
Price Plan
Contact Docs2Manage’s customer support for pricing. Wrike Wrike is a project file management system and collaboration tool that includes file management capabilities. It allows users to store and share files within a project, assign files to team members, and track changes and version history. The file management feature also integrates with cloud storage services such as Google Drive, Dropbox, and OneDrive.
Additionally, Wrike offers security features such as access controls and permissions to ensure that files are only accessible to authorized users. The system also provides full-text search capabilities, making it easy to find and retrieve files quickly. Wrike is suitable for businesses of all sizes and across various industries.
Price Plan
Team: $9.80 per user/monthBusiness: $24.80 per user/monthEnterprise & Pinnacle: Contact Wrike’s customer support Perfect Doc Studio is a file management system software for managing documents efficiently, allowing users to easily create, edit, and organize them. It provides document creation and editing tools, including formatting and inserting images and tables.
The software ensures document security and allows real-time editing with features such as version control, access control, and collaboration capabilities. Customizable templates also reduce document creation time.
Price Plan
You can reach them to get a personalized demonstration. Intellect QMS is a quality file management system software that businesses can use to streamline their processes and meet industry standards. It provides tools for audits, document control, and supplier management.
Intellect QMS includes risk management, employee training, and change management features. Users can create customizable workflows and monitor progress in real time, and the software is suitable for businesses in various industries.
Price Plan
Contact one of their experts to learn more about Intellect’s products and pricing models. Apryse Apryse is a company that provides document processing technology to developers, enterprise customers, and small businesses. The company offers a range of products, including the Apryse SDK, Fluent, iText, and XODO. These tools enable users to process documents more efficiently, making work easier and simpler.
Apryse’s technology is compatible with all major platforms and supports various file types. With its global reach, Apryse is a leader in the document solutions industry, providing customers with the tools they need to achieve their document goals faster and more effectively.
Price Plan
Contact one of their experts to learn more about Apryse’s products and pricing models. Confluence is a file management system tool that helps organizations with project management . It allows users to create, organize, and review project documents and can be deployed in the cloud or on-premise. Confluence’s editor feature allows employees to create various content types, and managers can provide feedback.
The knowledge management module provides users with a central repository to search and access relevant content, and managers can restrict access to confidential data and collaborate within closed groups. Confluence allows users to publish, organize, and access company information from one central location.
Price Plan
The Plan starts at $5.75 per user. Monday.com Monday.com is a work file management system platform that enables teams to collaborate, track projects, and manage workflows. Its file management feature allows users to upload and organize files, such as documents, images, and videos, in a centralized location. It eliminates the need for teams to search for necessary files across multiple channels.
Monday.com offers file-sharing, commenting, and notification features. Users can share files with team members, leave comments on files, and receive notifications for changes. Additionally, the platform provides version control, which allows users to track changes and revert to earlier versions as needed.
Price Plan
Basic: $8 per seat/monthStandard: $10 per seat/monthPro: $16 per seat/month Colligo: Email Manager for 365 Colligo Email Manager for Microsoft 365 is a SharePoint file management system add-on that caters to medium to large-scale businesses. The platform allows users to classify emails and attachments from Outlook to SharePoint and Teams. Additionally, it extracts metadata, such as To and From, and provides customized fields to align with an organization’s content types, promoting collaboration and sharing.
Users can also use the built-in search functionality within the document library to preview lists and check in or out files.
Price Plan
To schedule a demonstration and receive pricing information tailored to your specific requirements, please reach out to Colligo. Bitrix24 Bitrix24 is a cloud-based platform that provides various tools for managing business processes and teamwork. It has features such as CRM, project management, communication tools, document management, and HR management. With Bitrix24, businesses can organize tasks, delegate responsibilities, track progress, and collaborate with team members in one central location.
It also includes a social network feature for real-time communication and a mobile app for remote work. The platform is designed to enhance business efficiency, communication, and productivity.
Price Plan
Basic: $49/monthStandard: $99/monthProfessional: $199/month Formstack Formstack Documents simplifies merging data from the cloud into custom documents. It’s suitable for businesses of all sizes. It is used in various industries, such as education, accounting, healthcare, and real estate.
Formstack Documents include contract management, case management, and records management applications. The solution is built on an open API, allowing users to generate documents from any system in the cloud. It also integrates with internal systems, CRMs, and other cloud-based services. It enables users to deliver documents via email, e-signature, and more.
Price Plan
A. Forms
Forms Starter: $50/monthPlatform Teams: $225/month B. Documents
Documents Starter: $92/monthPlatform Teams: $225/month C. Signs
Starter: $18/monthPro: $29/month D. Platform
Starter: $113/monthTeams: $225/month E. Forms for Salesforce
Starter: $225/monthPro: $585/month To schedule a demonstration and receive pricing information tailored to your specific ShareGate is a cloud-based data migration solution by GSoft that helps users migrate data to Microsoft 356 and Office 365. The solution offers features such as user mapping, content migration, report creation, and document transfer monitoring. With ShareGate’s migration feature, users can restructure environments, copy content and structures, and import external content.
The software also organizes documents by copy time, source, destination, and last use date. ShareGate includes a reporting tool that allows users to manage inventory and create custom reports, such as site reports, audit reports, workflow reports, external user reports, and external sharing reports.
Price Plan
The Plan starts at $5,995 per year for one license activation. Conclusion As businesses increasingly shift to digital operations, mastering the document archiving process is essential for efficient workflow and secure document handling.
Choosing the right document management system simplifies tasks like document filing and integrated document management, ensuring every document is easy to access and properly organized.
By using the software and management tools designed for this purpose, businesses can save time and maintain better control over their digital assets. If you’re ready to optimize your workflow and securely manage your files, explore these top systems to find the perfect solution for your needs.
FAQs What Is a Document Management System (DMS)? A Document Management System (DMS) is a software solution designed to manage, store, and track electronic documents and images of paper-based information. It provides a centralized document repository that enhances workflow efficiency and compliance with best practices in document archiving.
How Does Document Archiving Work in a DMS? Document archiving is the process of storing and preserving documents in a systematic manner within a DMS. This process involves categorizing documents, maintaining their metadata, and ensuring that they are accessible for future retrieval while complying with relevant regulations.
What Are the Key Features of the Best Document Management Software? The best document management software typically includes features such as secure document storage, automated workflow management, advanced search capabilities, version control, document sharing, and compliance tracking. These features facilitate efficient document handling and ensure regulatory compliance.
What Are the Benefits of Using Cloud-Based Document Management Solutions? Cloud-based document management solutions offer flexibility, scalability, and remote access to documents. They eliminate the need for extensive physical storage space, reduce IT maintenance costs, and enhance collaboration by allowing multiple users to access and edit documents simultaneously from various locations.
How Can a DMS Streamline Business Processes? A DMS streamlines business processes by automating document workflows, reducing manual tasks, and improving the speed of information retrieval. This leads to increased productivity, reduced errors, and faster decision-making, ultimately enhancing overall operational efficiency.
What Are the Compliance Requirements for Document Management Systems? Compliance requirements for document management systems vary by industry but generally include data security, privacy regulations, and retention policies. A DMS must provide features that ensure documents are stored securely and can be retrieved easily for audits or legal reviews.
What Types of Documents Can Be Managed Using a DMS? A DMS can manage various types of documents, including electronic documents like PDFs, images, emails, and scanned documents. It is designed to handle both structured and unstructured data, making it suitable for diverse business needs.
What Is the Document Lifecycle in a DMS? The document lifecycle in a DMS encompasses the creation, storage, retrieval, sharing, archiving, and eventual destruction of documents. Understanding this lifecycle is crucial for effective document management and ensures that documents are handled properly throughout their existence.
What Are the Best Practices for Implementing a Document Management System? Best practices for implementing a document management system include defining clear objectives, conducting a needs assessment, involving stakeholders, ensuring proper training for users, and continuously monitoring and evaluating the system’s performance to make necessary adjustments.
How Does Electronic Document Management Differ from Traditional Document Management? Electronic document management involves the use of digital technology to store, manage, and track documents, whereas traditional document management relies on physical storage and manual handling. Electronic systems enhance efficiency, accessibility, and security while reducing physical storage needs.
