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Document Management Software

KONICA MINOLTA

The new "turnkey" EDM offer designed for VSEs/SMEs

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5.0
Based on 2 reviews
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Document management system offering secure storage, real-time collaboration, mobile access and workflow automation.

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Konica Minolta is a complete document management system that facilitates the secure storage and retrieval of documents. It enables users to collaborate in real time and access files from any mobile device. In addition, it offers workflow automation capabilities, helping businesses to optimise their processes and improve efficiency in document management.

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DocuWare

Streamline Your Document Management

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4.5
Based on +200 reviews
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Streamline document management with intuitive software that simplifies file storage, retrieval and sharing.

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Say goodbye to cumbersome paper-based systems thanks to this cloud-based software, which offers secure access to documents from anywhere. With powerful search capabilities, version control and audit trails, it's easy to stay organised and compliant.

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ELO DIGITAL OFFICE

EDM Workflow & archiving for SMEs and SMBs

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5.0
Based on 11 reviews
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This software facilitates document management with indexing, advanced search and secure file sharing, optimising workflows.

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ELO DIGITAL OFFICE stands out for its comprehensive document management capabilities. It offers automatic indexing, enabling files to be filed quickly and efficiently. Advanced search makes it easy to locate specific information in a matter of seconds. What's more, the software guarantees secure document sharing, limiting access to authorised users and protecting sensitive data. These features contribute to significant optimisation of workflows within companies.

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M-Files

Metadata-driven Document Management

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4.4
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Streamline document management, improve collaboration and boost productivity with this powerful software.

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Manage, organise and access all your documents from a single platform. Customisable workflows, version control and secure access for remote teams. Integrate with other systems for seamless collaboration.

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Benefits of M-Files

check Advanced document management based on metadata

check Business process automation to unlock efficiencies

check A secure cloud solution also available On-Premises

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Therefore (Canon)

Advanced Document Management Solution

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4.5
Based on 2 reviews
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Secure document management and archiving, with advanced search and easy sharing.

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Therefore™ (Canon) offers a complete document management solution. Enhanced security, intelligent archiving, advanced search options and sharing facilities work together to optimise workflow. Ideal for organisations looking to digitise and organise their documents efficiently.

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Doceo Store Virtual Office

Doceo Store, much more than a document manager

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Manage documents efficiently with secure storage, collaborative access and advanced organisation to optimise productivity.

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Doceo Store Virtual Office enables exceptional document management with secure cloud storage. It offers collaborative access that facilitates teamwork and improves communication. In addition, it features advanced organisation tools that allow you to quickly sort and search documents. Its intuitive interface ensures a seamless experience, ideal for both small businesses and large corporations, optimising productivity and the handling of crucial information.

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Youdoc

Efficient Document Management for Seamless Workflow

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5.0
Based on 2 reviews
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Manage your documents with ease using this software. Features include tagging, searching, and sharing.

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With this document management system, you can organise your files using tags and quickly locate them with the search function. Collaborate with others by sharing files securely.

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ftopia

Collaborative File Sharing for Modern Teams

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4.6
Based on 64 reviews
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Paid version from €2.50 /month

Efficiently manage and share documents with ease using this cloud-based software. Features include user permissions, version control and secure data storage.

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With this document management system, you can easily organise and collaborate on files with team members or clients. Access files from anywhere and control who can view, edit or share them. Keep track of changes with version control and rest easy knowing your data is secure.

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GlobalSearch

Advanced Document Management Solution for Businesses

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Streamline document management with advanced search, secure access controls, and automated workflows.

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GlobalSearch simplifies document management by allowing users to quickly search for files, set granular access permissions, and create custom workflows to automate tasks. With features such as version control, audit trails, and integration with other tools, GlobalSearch helps businesses improve productivity and compliance.

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iChannel

Streamline Document Management for Enhanced Efficiency

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Streamline your document management with this software. Automate workflows, organise files and share documents easily.

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This software centralises all your documents in one place, making them easy to manage. Its automated workflows simplify processes, while its sharing features make collaboration effortless. With this software, you can organise documents by category, tag, or custom metadata, and track changes and approvals.

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iDocuments

Streamline Workflow Management with Automation

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5.0
Based on 2 reviews
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Streamline your document management process with powerful tools for organising, sharing and collaborating on files.

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With iDocuments, you can easily store and access all your documents in one place, set user permissions, automate workflows, and track changes. Collaborate in real-time, leave comments and annotations, and receive notifications when documents are updated. Say goodbye to version control issues and hello to a more efficient workflow.

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Jogobu Document Management

Efficient Document Solutions for Streamlined Management

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4.5
Based on 15 reviews
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Streamline document management with our software. Easily store, share, and collaborate on files while maintaining security and compliance.

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Our Document Management System simplifies the process of organising and accessing files with features such as version control, document search, and automated workflows. With user-friendly interfaces and customisable permissions, our software empowers teams to work efficiently and effectively.

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LogicalDOC

Efficient Document Management Software for Businesses

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4.5
Based on +200 reviews
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Streamline your document management with our software. Organize, store, and retrieve files with ease.

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Our Document Management System simplifies the process of handling documents. With LogicalDOC, you can create a centralized repository for all your files, assign access permissions, and collaborate with team members. Save time and increase efficiency with our intuitive software.

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Xambox

Efficient Document Management for Hassle-Free Organisation

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Paid version from €4.90 /month

Efficiently manage and organise your documents with a cloud-based system. Access files from anywhere and easily collaborate with team members.

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With powerful search capabilities and customizable workflows, you can streamline your document management process. The software also offers secure file sharing options and integrates with popular apps like Google Drive and Dropbox.

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OpenKM

Streamline Document Management with Advanced Toolset

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4.8
Based on 53 reviews
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Streamline document management with this SaaS software. Features include file sharing, version control, and search functionality.

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With this software, you can easily collaborate on documents with colleagues and clients. Set up user permissions, track changes, and access files from anywhere. Plus, the search function makes finding the right document a breeze.

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Capture ontheGo

Optimize Field Operations with Innovative Mobile Solutions

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Streamline document management with our cloud-based software. Enjoy easy file sharing, secure storage, and access from anywhere.

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Capture ontheGo simplifies your document management process. Organise files in one place, set user permissions, and automate workflows. With built-in security measures and seamless integration with other tools, you can focus on growing your business.

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PrintEco

Eco-Friendly Printing Optimisation Software

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Streamline document management with our software. Reduce printing waste, improve efficiency and save money.

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Our Document Management System software, PrintEco, offers a range of features to help you achieve efficient document management. With its ability to reduce printing waste, you can save money and help the environment. Our software streamlines the process, providing an efficient and effective solution for your document management needs.

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Google Docs

Streamlined Online Document Collaboration and Editing

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4.8
Based on +200 reviews
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Paid version from €4.00 /month

Efficiently collaborate on documents with ease using a cloud-based software. Share, edit, and comment on documents in real-time.

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This document management system allows you to seamlessly work with others on the same document, avoiding the need for emailing back and forth. The software automatically saves changes and provides revision history, eliminating the risk of losing work.

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ZeDOC Net Solution

Efficient Document Management for Seamless Operations

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Streamline your document management process with our software. Access documents from anywhere, collaborate with team members, and maintain document security.

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With our software, you can easily upload, categorize, and tag documents for easy retrieval. The user-friendly interface allows you to quickly search and access documents from any device. Collaborate with team members by sharing documents and tracking changes. The software also offers advanced security features to ensure your documents are protected.

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R2 Docuo

Improve Document Management Efficiency Instantly

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4.5
Based on 61 reviews
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Efficiently manage documents with this SaaS solution that allows for easy organisation and sharing.

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R2 Docuo offers a user-friendly interface for document management, with features such as version control, access permissions, and the ability to search and retrieve documents quickly. It also allows for collaboration and real-time editing, making it a great tool for remote teams.

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Document Management software: purchase guide

What is a document management system?

Definition

A document management system is a web application that allows you to store all your company's files (invoices, payslips, purchase orders, technical documents, emails, videos, etc.) in a cloud and access them for viewing or editing.

Some popular document management systems include: FlyDoc, Kimios, Esker on Demand

How does it work?

Document management systems centralises and organises your digital files. Offered in SaaS mode, your employees connect to the tool from a Web browser (PC, Smartphone or tablet): 

  • To consult documents or request access rights 
  • To edit documents
  • To share files
  • To enrich the file database
  • To delete items

The administrator can manage the access rights of users and documents: read-only, modify, share, no access.

Some document management system includes cloud storage space. However, the software can interface with your managed NAS storage server.

What are the main features of document management systems?

Digitization of documents

First, you import all the files of your company:

  • You upload digital documents via a simple drag and drop to a folder or subfolder
  • You use OCR (Optical Character Recognition) technology and take pictures of papers from your smartphone
  • You synchronise the software to your email

To simplify paper archiving, you can connect the tool to your scanner, photocopier, or digital copier.

The document manager supports:

  • All your files: administrative documents, contracts, payslips, purchase orders, supplier and customer invoices, etc.
  • All formats: PDF, Word, Excel, Powerpoint, image, video, Google Doc, sharepoint, etc. 

To archive your documents correctly, you gradually structure a logical tree structure (by individual, project, team, function, etc.) and store your documents in the different folders and sub-folders. You can also find your files by entering keywords in the tool's search engine.

The computer tool recognises documents in similar formats and indexes them automatically. For example, your invoices are stored in your "Invoice" folder.

Document management in the tool

The following functions are at the heart of document management:

  • Consultation of documents
  • Enterprise Content Management (ECM)
  • Simultaneous editing and co-editing
  • Nominative or grouped sharing of documents
  • Data backup with version history
  • Deleting and restoring documents
  • Adding comments and tags

Some documents require the use of the workflow engine to manage requests and rights. For example: 

  • A request to consult or download a sensitive document
  • A request to share a file with an internal or external person (customer, partner) to the company
  • A modification that requires upstream validation: naming, deletion, electronic archiving, etc.
  • Etc.

The administrator of the document or application is automatically notified of the request and can accept or reject it.

A shared document is automatically notified by email to its recipient. A file that is too large can be sent by e-mail as a downloadable link.

Collaborative workspaces

Some document management systems include a collaborative portal per project on which teams can exchange:

  • Share documents (intranet or extranet)
  • Chat on a live chat, conduct surveys
  • Use a task manager
  • Receive notifications
  • Consult the agenda of the team or a member

With the synchronisation feature, you have a folder on your desktop that lists all the elements of your drive. You can view the documents and modify them if you have the right to do so.

Locally modified documents are automatically uploaded as a new version into your document manager and the workstation of your team members.

In offline mode, it will automatically synchronise when the connection is restored.

A cybersecurity tool

Document management system vendors offer different levels of security to ensure the integrity of your files:

  • End-to-end encryption of your data (SSL certificate)
  • Secure cloud in protected data centers
  • Multi-factor and multi-device authentication (NFC, IP, time, biometric, QR Code, etc.)

Some solutions integrate the key functionalities of digital safes such as electronic signature or digital archiving with probative value.

Who uses document management systems?

Dematerialising documents is a current trend that makes documents accessible and shareable. A very small business can be have a single folder on its hard drive, an office automation tool and an outsourced backup. However, accounting firms, local authorities, large businesses, etc. should use document management systems to manage their knowledge base.

This solution is usually installed by the IT department and then used by various departments to manage contracts, improve customer experience and relationship, etc.

Why are the benefits of using document management systems?

The dematerialization of documents makes it possible to manage the life cycle of all files by eliminating laborious paper archiving. However, it has some disadvantages.

Advantages

  • No more paper; documents are filed online and easily accessible
  • Facilitates collaborative project management between team members
  • Saving time and employee productivity
  • Protection against data leakage and falsification 
  • Cloud computing solution: no fear of losing data if hosting equipment is stolen
  • Compatible with all types of ERP (SAP, Oracle, Infor, Sage, Microsoft, etc.) and all elements of the information system (CRM, CMS, Enterprise Social Network, CAD, BPM, etc.)

Disadvantages

  • If the tool fails, you risk losing everything if you do not have an external backup planned. 
  • Using the publisher's cloud can be risky if the supplier stops its activity
  • Before subscribing to a document management system, it is necessary to ensure that there is a data reversibility clause in the event of a contractual breach.
  • Risk of synchronisation problems if two individuals modify the same document offline

Document Management softwares: Q&A

How does a document management system software work?

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A document management system software is designed to manage, organize, and store documents electronically. It works by providing a centralized location for users to store, retrieve, and share documents securely. The software automates document workflows, making it easy to collaborate, track changes, and maintain version control.

What features should I look for when looking for document management system software?

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When looking for document management system software, it's important to look for features like document indexing, search functionality, version control, document security, automated workflows, and integration capabilities. These features will help you effectively manage your documents while improving efficiency and productivity.

What are the benefits of document management system for my company?

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Document management system software offers numerous benefits for companies, including improved document organization, increased productivity, reduced costs, enhanced security, streamlined workflows, and easier collaboration. With a document management system in place, you can improve the way your company handles documents and increase efficiency across all departments.

What are the best document management system software options?

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There are many great document management system software options available, including Microsoft SharePoint, Google Drive, Dropbox Business, Box, and Adobe Document Cloud. Each software has unique features and capabilities, so it's important to assess your company's specific needs and choose the software that best meets those needs.

What are the free document management system software alternatives I could try?

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There are several free document management system software alternatives available, including OpenKM, LogicalDOC, Alfresco, SeedDMS, and Nuxeo. These software options offer basic document management functionalities, such as document storage, indexing, and search capabilities. However, they may have limited features compared to paid options.

Document Management : related categories