15 Best Document Management Software in 2022

Businesses deal with documents all the time. As the business grows, the number of documents grows exponentially. In order to organize information, businesses need to adopt document management.

Document management is one of the essential tasks in any organization. It helps to store and manage all types of documents, contracts, and other legal papers effectively. It can be used by one person or multiple people in an organization. In addition, it can store different documents like word processing files, spreadsheets, PDFs, and other file formats.

There are various free and paid document management software available online and in the market, making it easy to organize documents and share them with anyone who needs them at any time from anywhere.

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What is document management software?

Document management software is used by businesses to organize their documents by capturing, scanning, digitizing, labelling, and storing them for future requirements. Document management systems enable businesses to be organized, and ready for audit and improve the searchability of documents.

Document management systems like Nanonets, digitize all your important documents and creates a searchable digital archive so you don’t have to store your paper documents.

Why do businesses need document management software?

Businesses waste an average of $20,000 on document issues. (Nitro, 2020)

Document management systems are important for businesses for many reasons listed below:

Improve Employee Productivity

83% of employees must recreate existing documents since they can’t find them in their company network. (M-Files)

Employees spend a lot of time digitizing, searching, and recreating documents. Using a document management system reduces employee effort by organizing documents in a single easy-to-search database.

Improve Document Searchability

Workers spend 18 minutes searching for a document. (Tech Crunchies)

Document management systems improve document searchability by tagging and classifying every document so you don’t have to. Employees can find the required documents via easily categorized folders and reduce time wasted in searching.

Enhance Security

With role-based access management, you can restrict access to company documents. Document management software also improves security as they store your data in a GDPR-compliant & SOC2-compliant environment. With clear data logs, your team can always be ready for audit.  

Now that we know that document management systems are vital for efficient document management, let’s take a look at the best document management software out there in the market, one by one.  

15 Best Document Management Software in 2022

Nanonets is the best document management software for companies choosing to store different types of documents. More than 1000 businesses presently utilize Nanonets to store their manual business data. Nanonets can handle the end to end document management. Nanonets can be used to extract data, parse documents, verify documents, create approval workflows and store the documents in the library of your choice.

A common issue with standard optical character recognition providers is the demand to develop rules and layouts for each type of document. Nanonets considerably decrease this demand. In addition, customers can immediately import from or export to these platforms to use with their existing workflows. Users of the platform can also update internal systems, connect to various corporate data sources, and develop their own business rules to automate document management workflows and financial controls.

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Capterra Rating: 4.9

G2 Rating: 4.9

Pros of Nanonets

• Easily capture documents from data sources like Gmail, drive, outlook, and more.
• Automated Workflows to capture, digitize, verify and store documents
• Approval Workflows to manually approve all the flagged documents
• Easy Integration with 800+ apps via API and Zapier
• Pre-trained OCR API models to extract information from documents
• Extract data from records with >95% accuracy
• Easy-to-use Interface – learn how to use it in 30 minutes or less
• Templates and easy customization options
• Role-based access control
• Transparent pricing
• 24×7 support

Cons of Nanonets

• No document generation options
• Can’t be used for e-sign
• No mobile app

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Over 1000+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.

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Google Docs

Google Docs is one of the best document management software available today. It offers a free, simple means of collaboration and can be used by multiple people simultaneously. In addition, you can access it from anywhere, which makes it an ideal choice for freelancers and small businesses that need to work remotely with clients located in other parts of the country or world.

Google Docs also lets you create documents, spreadsheets, presentations, drawings, and forms—and all are fully compatible with Microsoft Office formats (including PDF export). As a bonus, this online platform gives you access to your backups so that no matter what happens on your computer or phone while working on files in Google Docs, they won’t be lost forever.

Capterra Rating: 4.7

G2 Rating: 4.5

Pros of Google Docs

• Industry-standard
• Full-featured
• Many are familiar with it
• Works offline
• Free
• Works along with the rest of the Google Apps
• Lightweight
• AutoSync and AutoSave on GoogleDrive

Cons of Google Docs

• Files can get corrupted
• Maybe less secure because of file corruption, computer loss, hard disk crash, ransomware
• Cannot work with others at the same time.
• Although it is possible to use tracked changes, the file can only be accessed by one person at a time.
• Need to purchase and install the software
• Not as full-featured as MS Word
• Complex Permission System
• No Document Tracking
• Very Few Security Options
• No Code Blocks

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Start managing your documents with Nanonets Workflow. Try Nanonets now for free. No Credit card is required.

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Microsoft SharePoint

SharePoint is a collaborative platform that helps organizations share information and ideas, connect people, and streamline document processes. With SharePoint, you can create intranets and team sites to facilitate employee collaboration. In addition, SharePoint lets users create public-facing websites for customers or partners to access important company information. It is used by many organizations, from small businesses to large enterprises worldwide.

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Capterra Rating: 4.3

G2 Rating: 4.0

Pros of Microsoft SharePoint

• Sharing of files or folders via email
• Creating private folders
• Real-time collaboration
• Having the ability to share at different levels with different teams of the organization
• Provides the ability for external sharing securely

Cons of Microsoft SharePoint

• Lagging issues at times.
• Not enough flexibility.
• Could use more ease with integration.
• Conflict resolution
• Permission control at the file/folder level
• Integration with the more cloud-based software vendor
• Customization options are limited.
• Inconsistent
• Advanced features seem to be lacking

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Automate Document Management with document workflows. Automate document upload, approval, storing, tagging, classification & more. No Credit card is required.

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Alfresco One

Alfresco One is a document management software that was designed to help companies manage their content across the enterprise. Alfresco One is a hybrid solution, which means it can be used either as a cloud-based service or installed on-premise. Alfresco One is also an enterprise content management system (ECM), which means it can be used for more than just simple document collaboration and sharing.

Alfresco One users have access to features like version control, workflow automation, metadata tagging, taxonomy creation/management, and additional plugins such as Document Capture & OCR and Web Content Management (WCM).

Capterra Rating: 3.0

Pros of Alfresco One

• Creates tasks based on the roles configured in the workflow
• Depending on how the timeframe is configured, tasks can be automatically escalated and closed.
• Workflows can be used to call external APIs
• Extended Enterprise Collaboration
• Document Management
• Cade Management
• Process Management

Cons of Alfresco One

• REST requests could be configured better, for as by scheduling the API call.
• There is no ability to call legacy SOAP Apis.
• The support crew requires access to the complete BPMN model, even for small issues.
• The documentation has to be much improved, especially for the implementation of activity microservices.

Viewpoint Team

Viewpoint Team is a powerful document management software for legal professionals. It is the only solution that provides the tools you need to handle your entire case from start to finish, including collaborative workflows with clients, secure review and approval processes for documents, and access rights control.

Viewpoint Team includes these features: Built-in collaboration tools so your team can work together on cases from anywhere at any time; interactive workflow management capabilities so you can easily track tasks and communications between team members; secure document review and approval process so clients can provide feedback without compromising their data security.

Pros of Viewpoint Team

• Users can design unique reports.
• The software database is not password-protected.
• Drawings can be marked up using tags.
• Information tracking is seamless with the Viewpoint Team RFI module.

Cons of Viewpoint Team

• Geared towards construction use cases
• For certain users, the main menu panel appears crowded.
• For bulk emails, users are unable to choose more than one contact.
• There is no alert feature for fresh document uploads.
• More to work on Reduction of Manual Data Entry.
• A more detailed layout is required to manage field and office employees.
• Collection of employee and resource data to improve margin.

Capterra Rating:4.0

G2 Rating: 4.4

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Over 1000+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.

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Huddle

Huddle is a document management software that can be used by individuals, organizations, and businesses of all sizes. The platform is easy to use and offers a variety of features, such as automated alerts, team collaboration tools, and document sharing capabilities. Its free plan allows you to create up to 3 private workspaces where you can store confidential documents, share them with others in your organization or collaborate with external partners.

Huddle also offers paid plans that provide additional storage space, add-ons like mobile apps, video conferencing capabilities, etc. So if you’re looking for something more robust than Google Docs or Microsoft Word but not ready for full-on enterprise-level collaboration software, check out Huddle. It might just be right for you.

Pros of Huddle

• The usability is first-rate.
• facilitates tracking of who has worked on what.
• provides access to earlier versions of your files.
• Sharing papers is quite easy.
• Mobile Support
• Compatibility with MS Office and Google for Work applications
• Unhindered Collaboration

Cons of Huddle

• More pricing options would have been excellent.
• No Document Templates
• can’t use it to share files with external teams
• need to pay for additional storage
• limited storage
• only one user can edit a document at a time
• Sync issues

Capterra Rating: 4.4

G2 Rating: 4.2

Box for Business

Box for Business is a file sharing and collaboration platform that helps you manage your documents, images, videos, and other content. It is designed to use teams within an organization through individual accounts or team-wide accounts with access control. This document management software offers file storage of up to 2 TB per user (with an additional 500 GB available at an extra cost) and integrated web conferencing tools; it also allows users to share files internally with employees or externally with clients and partners via links.

Pros of Box for Business

• Simple and easy interface
• Good permission control
• Solid security measures
• Workflow automation
• Content collaboration

Cons of Box for Business

• Slow desktop sync version and MS word sync functions
• Offline capability is almost non-existent
• It will be helpful to get a real-time collaboration within files
• Link sharing
• Outside organization access
• Integration with Slack would be great
• Speed of access

Capterra Rating: 4.3

G2 Rating: 4.2

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Over 1000+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.

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eFileCabinet

eFileCabinet is an enterprise-grade, cloud-based document management software for small and medium businesses. eFileCabinet allows you to manage all your paper documents, emails, invoices, contracts, and other important information in one place.

Pros of eFileCabinet

• Unlimited Users
• Accessible from anywhere via the web or mobile devices
• Secure storage of your data in the cloud with encryption at rest and in transit
• Workflow
• Sharing docs
• E signature
• Device Syncing
• Device Management

Cons of eFileCabinet

• Glitchy
• It takes a while to load
• Can be slow
• High pricing
• Better text editor incorporated
• Storage Limits
• File Type Support
• Security

Capterra Rating: 4.4

G2 Rating: 4.3

Dropbox for Business

Dropbox for Business is a cloud-based file hosting and sharing document management software. It allows users and groups to share files and folders and view changes in real time. Dropbox for Business also offers private links to files, folders, and access controls that allow you to set up permissions levels.

You can create a link that allows others to download or edit the document while you always retain complete control of it. You can also create links that expire after a certain period, so you don’t have to worry about someone leaking sensitive information after leaving their company or forgetting about an old project file once it’s done being used regularly (but not permanently).

Pros of Dropbox for Business

• Safeguarding files.
• Requesting files from users outside the company is simple.
• Organizing files accordingly.
• Simple User Interface
• Remotely Accessed Cloud

Cons of Dropbox for Business

• Administrators will find more helpful training information here if added.
• Multiple Admins Would Be Outstanding
• Difficult Desktop Application
• The interface should be arranged well.
• No remote sync
• Issues with companies blocking Dropbox for security reasons
• Expensive

Capterra Rating: 4.5

G2 Rating: 4.3

Dokmee Enterprise Document Management System

Dokmee is a document management software that allows you to store, organize, and share your documents, emails, and other important files.

Dokmee is a cloud-based solution that is easy to use and requires no IT expertise to set up. Dokmee provides many features, including version control and security options such as password protection or SSL encryption of your data in transit or at rest. You can also create folders within the system or copy existing folders across different designs so you can easily share files with other users without having multiple copies of the same file on each machine when using external storage solutions like Dropbox/Google Drive, etc.

Pros of Dokmee Enterprise Document Management System

• Improved Productivity
• Mobility
• Speed
• Security
• Reduced costs

Cons of Dokmee Enterprise Document Management System

• Slow
• Complicated operations
• The navigation is a little tricky.
• Trial version with restrictions
• Workflow for signing documents could be streamlined
• Weak features

Capterra Rating: 4.7

G2 Rating: 4.5

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Over 1000+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.

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IBM FileNet P8 Platform

IBM FileNet P8 Platform is a comprehensive enterprise content management solution that enables organizations to manage, find, use, and protect their content. The platform is built on an open architecture that offers interoperability with other platforms and applications. In addition, its platform services provide a wide range of capabilities to make it easy for you to develop information-driven applications that deliver real business value.

Pros of IBM FileNet P8 Platform

• Quickly create dynamic user experiences based on metadata from existing data sources
• Protect sensitive data throughout its lifecycle
• Manage your content in one place
• Delivers enterprise-scale content management across your organization
• Provides a single repository for all types of information assets
• Security
• Good encryption

Cons of IBM FileNet P8 Platform

• Difficult upgrade path
• Unfriendly UI
• The user interface could be better
• Pricing could be better
• Hard to work together
• Not compatible with IBM Content Navigator
• Cloud deployment is still a work in progress

Capterra Rating: 4.0

G2 Rating: 4.0

Oracle WebCenter Content

Oracle WebCenter Content is a content management application for creating and managing websites and web content, including blogs, wikis, podcasts, RSS feeds, forms, portals, and more. This document management software is ideal for organizations that want to publish dynamic content, including text articles or images on their website.

Pros of Oracle WebCenter Content

• Support for uploading and categorizing documents in the repository
• Versioning of documents to allow rollback on earlier versions of a document if necessary
• Allows you to find documents by title, author name, or keyword(s).
• OCR works very well when scanning invoices.
• Integration with other Oracle products works well.

Cons of Oracle WebCenter Content

• Separating an invoice with multiple lines for different departments is not an easy task.
• User experience is not good
• Fewer features
• Ineffective formatting

Capterra Rating: 4.5

G2 Rating: 3.8

DocPath XperDOC Pro Suite

DocPath XperDOC Pro Suite is a cloud-based document management software that helps you to organize, store and share documents. It is designed to make it easier to keep your data in one place so you can access it anytime on any device. The software allows users to create folders, upload files and assign tags based on their needs. Once the documents are stored in DocPath XperDOC Pro Suite, they can be shared with other users through email or by creating links that can be embedded anywhere on the internet using simple HTML code.

Pros of DocPath XperDOC Pro Suite

• User-friendly controls
• Over a hundred languages
• Simple page-to-page navigation
• Easy file saving

Cons of DocPath XperDOC Pro Suite

• An outdated user interface
• It’s too difficult to create an accessible file
• It can be challenging to get used to the layout and tools
• Be patient when loading files
• Does not offer Premium Consulting or Integration Services.

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Not sure how to start your document management journey? Try Nanonets for free. No Credit card is required.

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Nintex Forms 2010 SP1

Nintex Forms is a workflow and automation tool that enables users to create and manage business processes, forms, and documents and track their progress and completion.

You can use Nintex Forms to create business process workflows out of existing Word documents, or you can build your native HTML forms using any web-based editor like Dreamweaver or Expression Web. You can even use the Microsoft Access database connector in Microsoft Office 2010 to link your existing data sources into your new forms without needing to rekey information or manage changes manually.

Pros of Nintex Forms 2010 SP1

• Mass updating of account records.
• Works well-scraping data from websites.
• Can update any electronic document or application.
• Enables the creation of fast fixes without the need for IT.
• Strong capabilities should be provided for the automation of manual chores.

Cons of Nintex Forms 2010 SP1

• It could be a bit more user-friendly.
• The program is not freezing up because of website performance.
• Easier error checking.
• It could use a drag-and-drop workflow interface
• Better handling of emulator response times and states required
• It’s too difficult to create an accessible file
• It can be challenging to get used to the layout and tools

Capterra Rating: 4.1

G2 Rating: 4.2

ABBYY FineReader 12 Corporate

FineReader 12 Corporate is a document-to-PDF conversion software. It allows users to export documents from PDF to Word, Excel, and HTML. This document management software also converts PDF files into editable formats such as Microsoft Office or OpenOffice documents. You will also find the ability to create PDFs from scanned documents, images, and faxes. You can even merge multiple PDFs with this feature.

The result of these features is a powerful tool that allows users to take their data wherever they need it by converting it into a universal format that can be viewed on any device regardless of whether it’s a Mac or PC or even mobile phone devices like an Android or iPhone.

Pros of ABBYY FineReader 12 Corporate

• Examine and read complex texts.
• Recognize charts and tables automatically
• Transform any document into a range of widely used formats.
• Editing text from scans
• Top-notch editing and document comparison software

Cons of ABBYY FineReader 12 Corporate

• Defining lines in tables can be challenging
• Increase the resolution of scanned documents to handle tiny fonts
• MS Word and MS Excel conversion is challenging
• Expensive
• It might be challenging to employ collaboration tools like comment management
• Monitoring changes between versions would be beneficial
• The panels need to be redesigned
• Issues with electronic signatures    

Capterra Rating: 4.7

G2 Rating: 4.3

Which is the best document management system for your business in 2022?

In order to ease your process of selecting the best document management software for your business and requirements, we have mapped the major features of the 10 best document management software mentioned in the article above. Take a look at the snapshot, try the free trial, map out your requirements and select the best tool.  

According to the snapshot, Nanonets is the best document management software followed by Google Docs (which lacks automation) and Dockmee.

Nanonets as your Document Management System

Nanonets is an easy-to-use software that does not require intense training or setup to start using. Here, we list down the reasons why you should consider Nanonets as your document management software.

• Intelligent Data Capture: Businesses have lots of documents like forms, invoices, receipts, orders, etc. Nanonets help businesses digitize and extract relevant information from these documents using intelligent OCR API.
• Automated Workflows: Accelerate the pace of business processes by automating all manual, steps like document collection, document verification, 3-way matching, approvals and more.
• Real-time Dashboards: Use expense dashboards to monitor all your spending and tagged expenses and understand real-time trends. Monitor relevant KPIs like %STP invoices, %paid invoices, etc with data from Nanonets.
• Cloud & On-Premise hosting options: Choose the hosting option that suits your requirements.
• Integrations: Easy integration is a must. You can’t change your tech stack to accommodate one software. Nanonets integrates with all your software with easy Zapier and API integrations. Nanonets integrate with Xero, Quickbooks, SAP, etc.
• Templates & Custom Models: With Nanonets you can either use pre-defined workflows like invoices, bills of lading, purchase orders, or accounts payable or you can create your own custom AI mode.
• Transparent Pricing: Nanonets has a clear pricing policy of $499/month and $0.1/document scan. No hidden charges for any kind of customer.

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Want to learn more about Nanonets?

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FAQs

Q. What features does document management software have?

Ans. The following are some features of document management software:

• DOCUMENT CAPTURE: To digitalize printed documents, using image capture technology. Advanced platforms feature optical character reader (OCR) and search capability.
• STORAGE OF DOCUMENTS: Access, share, and modify documents from a single platform.
• FULL-TEXT SEARCH: Use the search box to look for pertinent files and documents.
• MANAGE DOCUMENT ACCESS PERMISSIONS: Manage who has access to read and/or edit documents for an individual or a group of individuals.
• COLLABORATION TOOLS: Distribute papers to a group or a single person for editing and commenting.
• DOCUMENT ARCHIVE: Establish a central location for the storage of private and archived information for future use.

Q. What advantages can document management software offer?

Ans. Using document management software has a number of benefits, including:

• Access files at any time and from anywhere
• Cooperate via exchanging files
• Protect the company’s most important papers from unauthorized access, cybercrime, ransomware, and calamities
• The lower price of storing tangible documents

Q. What is document management software best for?

Ans. Businesses use document management software to digitize the documentation process and get rid of manual paperwork. This is made possible by document management technologies that protect papers from unwanted access, enable file sharing among users, and enable users to access documents from any location.

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Nanonets online OCR & OCR API have many interesting use cases that could optimize your business performance, save costs and boost growth. Find out how Nanonets’ use cases can apply to your product.

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