7 Best Document Management Software Tools to Try in 2023

Documents play an important role in the life and day-to-day operations of any business. It is incredibly important to store and protect them properly. This is where some of the best document management software can come into play to help you understand your company’s document workflow and ensure nothing gets lost in the process.

What is document management software (DMS)?

Document management software eliminates the hassle of storing physical files and instead moves them all to the cloud. It can be frustrating to spend hours searching for a document only to later find that it doesn’t exist at all. With document management software, you can easily and conveniently organize digital documents and paper files.

If you don’t have such software with you, it can take hours or even days to retrieve an important document, which can be a major hurdle for your entire team.

The best software makes the job quick and smooth. There are several options on the market and if you are looking for the best document management software, this guide will help you make the best decision based on your needs.

How to choose the best document management software for you

It’s difficult to choose the right document management software for your business. Always look for the following characteristics when choosing your options.

Scanning options:

If you have paper documents, you need a DMS with a scan function. This gives you all the important documents in your central hub. Also consider the technology used for the scanning function. It’s useful to have some form of optical character recognition (OCR) so you can later search all your scans.

Storage and Connectivity:

Finding document management software that offers decent cloud storage to act as a central hub for uploading your files is important. While documents aren’t particularly space-intensive, your catalog is likely to grow much faster than you expect, and you could soon run out of space to add new content. Which is also important how your documents can be accessed. There are some systems that mix browser access and separate apps, but many others offer only one of the two.

Metadata and search function:

Your document management system should have a robust search function so you can easily find any document. It’s not just about looking at document names, but also at metadata and text in the scans. Linking documents to projects, people and other forms of work organization also makes sense in day-to-day use of the software.

Document version control:

Any quality document management software should have document version control. This involves keeping not only the current – ​​most recent – ​​version of a document, but also all previous versions and a record of changes made to the document. You can then get a full picture of how the document has evolved over time.

Permission Controls:

Your DMS should be able to manage permissions in the system. This is about maintaining data integrity and making sure the files are not accidentally deleted or moved.

Best Document Management Software in 2023

Now that you know exactly what features to expect from the best document management software, let’s look at the top options.

1. Microsoft SharePoint

Microsoft SharePoint

Microsoft SharePoint is probably one of the most well-known solutions of its kind on the market and also one of the most comprehensive enterprise document management systems available today. It offers tools that fit the needs of any business. Apart from the document management functions, you can use SharePoint as your company’s own “intelligent” intranet. There are apps for all devices and a good sharing feature that allows for seamless collaboration. OneDrive also lets you sync your files between the cloud and local hard drives.

⚙️ Features:

  • activity tracking
  • calendar management
  • Customizable templates
  • Document Management
  • data synchronization
  • data exchange
  • document templates

💵 Prices:

  • Plan 1: $5/user/month with 1TB storage
  • Plan 2: $10/user/month
  • Office 365 E3: $20/user/month

2. Bitrix24


Bitrix24 is document management software used by millions around the world. It is available on-premise and in the cloud. The software enables file syncing, mobile access, file sharing, personal and work drives, multi-user editing, offline editing and more. It is available for a 30-day free trial.

⚙️ Key Features:

  • access controls
  • Activity dashboard and tracking
  • Alerts/Notifications
  • Document creation and storage
  • Document Management

💵 Prices:

  • Cloud Base: $39/month
  • Default: $79/month
  • Specialist: $159/month
  • 30-day free trial available

3. Rubex

Rubex by eFile Cabinet

Rubex by eFile Cabinet is a document management software that offers cloud storage and an efficient file sharing solution. It enables your business to go paperless and handle files efficiently. Ideal for small and medium-sized businesses, Rubex allows you to share documents within the organization and set up document retention as well. It has good search functionality, template creation, automated workflows, and file sharing.

⚙️ Key Features:

  • eFiling cabinet DM system
  • Secure file sharing
  • Two-factor authentication (2FA)
  • Customized security settings
  • compliance tools
  • Microsoft Office integration
  • Mobile access
  • accounting control
  • Workflow automation

💵 Prices:

  • Beginner: $15/user/month for 25GB of storage
  • Advantage: $30/user/month with 1TB of storage but limited to three users
  • Company: $55/user/month and 5TB of storage

4. M files

M files

M-Files is ideal for small and large businesses across multiple industries. The cloud-based on-premise software includes key features such as e-signature capabilities, permissions management, automated workflows and offline access. It also has a search engine that allows you to easily search for documents. You can also search the document text with the tool.

⚙️ Key Features:

  • Access Controls/Permissions
  • compliance tracking
  • accounting control
  • Collaboration tools
  • Customizable templates
  • content management
  • document classification
  • Digital Wealth Management
  • document creation

💵 Prices:

  • You’ll need to contact M-Files for pricing, and they also offer a free trial.

5. sign now

sign now

SignNow offers an e-signature solution that allows you to sign, send and manage your documents on your device. It offers high security and is easy to use. It allows you to combine multiple documents into a single package and send one document to multiple people at the same time. SignNow also includes an audit trail and is cloud-based.

⚙️ Key Features:

  • accounting control
  • Mobile signature capture
  • Customizable templates
  • memories
  • Document Analysis
  • Signature by multiple parties
  • Task progress tracking

💵 Prices:

  • Company: $8/user/month (paid annually)
  • Business Bonus: $15/user/month (annual payment)
  • Specialist: $30/user/month (paid annually)

6. main control room

main control room

MasterControl is a quality management system that also offers document control software as part of its solution. This will likely put an end to your paper-based processes. MasterControl offers great flexibility and allows you to implement a document management system that is right for your company. It contains a number of modules.

⚙️ Key Features:

  • Automated routing
  • Electronic signature
  • compliance management
  • access controls
  • version control
  • document storage
  • Conversion of documents
  • Electronic signature
  • File Type Conversion
  • full-text search
  • document archiving
  • version control
  • Access Controls/Permissions
  • Checking documents in and out
  • accounting control

💵 Prices:

  • Contact MasterControl for pricing information

7. DocuWare


DocuWare is a very powerful piece of software that helps you organize your documents and assign them to the right workflows. You can keep track of upcoming tasks and access recordings on the fly. It is aimed at companies of all sizes and is available in 18 languages. DocuWare supports on-premise and cloud delivery. It includes features like access control, text search, document management, e-signature, e-forms, file recovery and more.

⚙️ Key Features:

  • Access Controls/Permissions
  • Archiving & Storage
  • Collaboration tools
  • Customizable templates
  • Document classification and management
  • Electronic signature
  • Electronic Forms
  • full-text search
  • File Recovery

💵 Prices:

Contact DocuWare for pricing information; There is a free trial

Conclusion on the best document management software

That’s it when it comes to my list of the best document management software. The exact tool you should choose depends on the size and type of your business, as well as the type and volume of documents the business creates.

Some of the solutions on this list have a more enterprise focus (eg M files), while others are very accessible and can be launched quickly and cheaply (such as sign now). Then there are the Microsoft SharePointwhich has been the gold standard on the market for some time.

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