8 best document management system (DMS) software

Safely managing documents is at the core of every business.

This is why Document Management System (DMS) software exists. However, with so many solid and varied options on the table, selecting the right tool for your business is not a simple task.

Thankfully, we’ve put together a list of the 8 best document management solutions to help you make a choice that you won’t regret. But before we dive in, we need to understand what DMS software actually does and what factors you should consider when choosing one.

What is DMS software?

Document Management System (DMS) software provides a solution to inefficiencies in storing, sharing, and managing documents. Examples of core advantages include:

• Efficient storage and retrieval of files.
• Security and access controls for sensitive or personal information.
• Enhances collaboration through remote document access.
• Easily archive and store data.
• Meet regulatory compliance by enforcing retention or disposal requirements.
• Compatible with workflow automation, such as routing documents for approval.

In short, DMS software offers a secure, compliance-friendly approach to sharing information.

What to look for in software for managing your documents?

Choosing the right DMS software depends on a variety of factors. Here are the core features:

Core DMS software features

1. Document storage: A secure repository for various file formats.
2. Document retrieval: Sophisticated search functionality.
3. Collaboration: Teams collaborate on documents remotely.
4. Workflow automation: Automates document routing, approvals, and notifications.
5. Security: Offers features like 2FA and encryption.

Additional or secondary features

• Customization: Fits around your workflows.
• Support: Good customer support from the provider.
• Mobile support: Access across devices.
• Client portal: Centralized interface for client engagement.

Industry-specific DMS features

• Regulatory compliance: Meets standards like HIPAA, SEC, or GDPR.
• Client onboarding: Automates aspects of the onboarding process.
• Integration: Works well with other industry-specific software.

Other considerations

• Ease of use: User-friendly and intuitive.
• Budget: Delivers a return on investment.
• Easy deployment: Simple to implement.

8 best document management system (DMS) software

Here are the best document management software options available:

1. Dropbox
2. Box
3. ShareFile
4. Assembly
5. Zoho WorkDrive
6. DocuWare
7. FileHold
8. Laserfiche

Conclusion

DMS software is an elegant, modern solution to the challenges of organizing, sharing, and collaborating on files and documents. While some teams prefer dedicated DMS tools, there are many software solutions that offer these advantages along with additional features.