A document management system (DMS) is a software system that enables an organization to track and store electronic documents and/or scanned images of paper documents. Simply put, a document management software helps large companies and small businesses alike with document workflow, file sharing, and electronic document management.
The system typically provides a central repository where documents are stored, accessed, and managed. It may also include features that allow documents to be shared internally or externally and may provide tools for document revision control and publishing.
Organizations use a document management solution for:
A document management software typically should include a suite of handy features that help businesses and their teams with a logical document workflow, easy file sharing, and efficient document management.
1. Cloud Access
A DMS should have access to upload and download documents at any time and any place.
2. Intelligent Organization
Working with multiple documents and files can be overwhelming and so organizational hierarchy and structure are important features for any document management system to help you find files quickly.
3. A user-friendly interface
Since a DMS is used on a daily basis, it’s important that the software includes a user-friendly and attractive user interface.
4. Robust search features
A document management system should include a search function that helps users to search through all of the content quickly to find the document that is required.
5. Version control
Every DMS should feature version control when it’s uploaded, allowing users to go back to the previous versions before crucial changes were made and save what might otherwise become a useless document.
Permissions are necessary as a feature to restrict users from deleting or changing the location of files and documents.
7. Universal format support
A truly dynamic and robust document management system should support multiple file formats.
Do you need a document management system that is easy to use and can be customized for any need? ClickUp offers hundreds of features, including a highly feature, ClickUp Docs.
This feature makes it easy to create and customize the perfect document for any need—from roadmaps to knowledge bases, wikis, employee handbooks, and so much more.
Its user-friendly and functional interface lets you style and format your Docs with rich editing tools, use nested pages and Doc tags to add structure to your documents, and easily locate specific documents by typing the title in the search bar, allowing you to quickly find your documents.
Additionally, the collaborative detection and editing feature in ClickUp Docs allows teams to work seamlessly together. Type away and edit without worrying about overlapping, and changes will appear in real-time and be saved automatically.
You may also use the Protect Doc feature to ensure that your documents are safe and secure from unwanted changes and restore previous versions with the page history feature. And when you're ready to share your Docs, simply use the public or private link to control who gets access to the document, or export it as a PDF, HTML, or Markdown.
And because Docs are stored within the platform, individuals and teams can easily access and integrate them with their tasks and projects, keeping their work organized and all in one place.
Sign up for ClickUp for free, no credit card required!
Google Drive is one of the best and most robust document management systems that is relied upon by organizations of all scales and sizes. Google Drive offers the same functions, apps, and flexibility offered by Microsoft Office apps like Excel, Word, PowerPoint, and more. Google Drive is accessible across a host of multiple devices and offers superior version control and share-ability. The ability to create document workflows via folders and subfolders and its seamless integration with Gmail makes it a great choice for organizations and teams.
Type of company: Any organization of any size can use Google Drive, especially if they are using Gmail enterprise.
Confluence is a remote-friendly team workspace that empowers knowledge-sharing and collaboration. It can be used as an electronic document management system. Built-in features enable users to manage, version, search and organize documents. Confluence works as a smart document control software that offers an end-to-end replacement for a shared document repository. For instance, users can attach documents of any size and type to a Confluence wiki page.
Type of company: Confluence is best suited for small businesses, mid-size companies, and large-scale organizations that use a host of other document management systems.
SharePoint is a great document management tool that is being used by some of the world’s largest businesses and organizations. SharePoint is considered a state-of-the-art management system by becoming a $2+ billion business. SharePoint has greatly helped organizations manage their documentation and to share information. Apart from being customizable, SharePoint helps to save a lot of time for the companies using them.
Type of company: SharePoint is perfect for organizations that are in the Microsoft ecosystem of productivity apps.
Notion is an all-in-one workspace for creating notes, documents, better collaboration, and efficient project management. Tens of thousands of teams and companies around the world rely on Notion to ensure better teamwork and collaboration. Notion helps companies to create focus and transparency among teams while consolidating documents and creating a document workflow thus saving time and driving more productivity.
Type of company: Notion is perfect for teams of all sizes looking to boost collaboration and an easy way to manage documents.
Dropbox Business is a leading electronic document management platform trusted by over 300,000 business teams worldwide and a majority of the Fortune 500 for its industry-leading file sync, collaboration, and extensive administration and security features. Dropbox’s business accounts let users manage team members and folder access and offer 1TB of space, to begin with, that can then be expanded as and when needed.
Type of company: Companies of all sizes can use Dropbox Business for collaboration, file sharing, online backup, and more.
Box is a single document workflow platform that helps organizations to create, collaborate and manage content in an efficient manner. Box is a cloud-native document management platform that makes it easy for organizations and teams to securely create and collaborate on content from any device while ensuring it's properly secured and governed.
Type of company: Box is perfect for every industry and business size, from small businesses to global companies looking to support the content management needs across teams, departments, and enterprises.
DocuPhase helps companies to digitally transform their business operations with efficient document workflow management and integrated payment solutions. Another important feature of DocuPhase is the ability for companies to digitally store and secure data and files with advanced search and accessibility features. DocuPhase’s cloud solution helps companies store documents in an easy-to-find manner for your team. DocuPhase's OCR capabilities support data extraction from emails, documents, and PDFs to eliminate manual data entry.
Type of company: DocuPhase can service all industries and sectors especially Accounting, HR, or Manufacturing industry.
Brandfolder is leading Digital Asset Management software. Brandfolder works efficiently to offer a single source of truth in an intuitive way for users to find what they need, when they need it. With Brandfolder, teams need not waster dozens of hours a week finding documents or assets as Brandfolder makes file sharing eas given that it is a cloud-based platform. Brandfolder helps companies to improve efficiency because of its ease of use and a quick and simple search function.
Type of company: Brandfolder is best for Enterprise and Mid-Size businesses that focus on efficiency and speed.
Quip is a dynamic project management & collaboration platform that combines documents, spreadsheets, checklists, and chat in one experience. Quip makes it easy for Salesforce customers to transform operational processes and embed real-time, collaborative documents inside Salesforce records. Quip is trusted by leading companies like Amazon, Facebook, Citi, Cisco, EA, and more.
Type of company: Quip can help any team or company from any industry or vertical that uses SalesForce work faster and smarter.
When selecting a document management software or document workflow management system, the first step is to identify the specific needs of your organization. Some questions to consider include:
Once the specific needs of your organization are identified, you can then begin to evaluate the various document management software systems that are available to meet those needs.