The Best Document Management Software of 2021

You can sync your Microsoft SharePoint account with your local hard drive, enabling automatic uploads of new documents you file in the associated drive on your computer or mobile device. Files can be dragged and dropped to this drive, imported, or scanned via a compatible printer or scanner. Synchronizing Microsoft SharePoint is an easy way to access files directly from Windows File Explorer, making it easy for individual users to upload and edit documents without interrupting their existing workflow.

Using the more advanced features of SharePoint, however, might require some additional training. From team site to team site, for example, admins can configure different metadata fields specific to each site and subsite.

When it comes to collaboration, Microsoft SharePoint excels. Version control is reviewable down to specific edits. Users can see who made what changes when as well as review all previous versions of a document to see how it changed. Archived versions of documents can be downloaded to local hard drives, which is useful for creating redundant copies or quickly reverting to a previous version if edits are improperly made to a document. Custom notifications can be set so users receive alerts when a particular document is changed. While there is a check-in and checkout feature in SharePoint, you can also create a setting so that multiple users are permitted to simultaneously edit the same document; depending on your organization's workflows, co-authoring can be a useful feature.

Microsoft SharePoint includes an audit log that makes tracking all activity easy. It provides an overview of past admin settings and how they have changed over time. The audit log is searchable, allowing users with access to review user activity, specific time frames, search terms and more. Audit logs are particularly useful for large businesses looking to improve transparency with the documents their organization produces and manages as well as businesses in industries that are subject to regulations that govern the production and transmission of sensitive information, such as healthcare organizations or legal representatives.

As a Microsoft product, SharePoint seamlessly integrates with other Microsoft applications. These include all Microsoft Office 365 products (Microsoft Word, Excel and PowerPoint) as well as Microsoft Flow and Microsoft PowerApps. It also integrates with many third-party software applications your business already uses on a daily basis.

Microsoft SharePoint ranges in price from $5 per user, per month to $20 per user, per month depending on the tier you choose, and the add-on features you select. Microsoft SharePoint can be purchased in combination with Microsoft Office 365 or as a stand-alone product. There is a 30-day free trial available so you can test the software first before making a buying decision.

M-Files is extremely intuitive. The user interface is neatly organized. Users can carry out most tasks directly from a central dashboard. The dashboard displays a search bar and navigation tools across the top of the screen. These tools include Home, which returns you to the main page; Recent, which displays all recent documents you have accessed; Assigned shows any documents or tasks that are currently assigned to you and awaiting action; and Favorites displays any files or documents you have tagged as one of your favorites for quick access.

A Create button is available on the top navigation bar, which allows you to create new assignments, customers, documents or projects. Users can also scan documents using this button and use M-Files' OCR tool to make documents fully searchable.

M-Files' file explorer tool displays all publicly accessible folders and those you have access to privately. Using a toolbar on the right-hand side of the screen, users can easily view metadata, tags and filter documents. The most useful aspect of M-Files is that most major functions can be carried out directly from the dashboard in a few clicks, making it easy to learn and reducing the amount of time it could take to train others on using the software.

While M-Files does not offer some of the useful features more comprehensive software includes, it does have all the core document management features we looked for in these applications.

Here's a look at M-Files' core features:

• Search: M-Files' search function, like many other document management solutions, is based on the metadata associated with documents. When uploading a document, users can add metadata to them. For example, uploading an invoice with the metadata "Q2" "2020," and "invoice," along with information like the date and time it was uploaded, can make it easier to find in the system.
  
  
• OCR: Optical character recognition improves the searchability of documents by scanning them and making the text of the document searchable beyond the metadata. For example, if you upload a document that includes the salutation "To Whom It May Concern," you can search your files for that specific document using that exact phrase. OCR can also be used to automate the process of applying metadata tags to new uploads.
  
  
• Workflow automation: Workflow automation serves as a type of project management function within the document management software. Built-in tools automatically categorize certain documents and assign certain tasks to users. For example, if a staff member has completed work on a document, they can send the document to a manager with the "review and approval" task assigned. All interested parties are notified once the manager has approved the document, allowing the next step to begin without delay.
  
  
• Versioning: The versioning feature tracks a document's history, monitoring changes and archiving old versions so you can refer to them if needed. It tracks who last opened the document, when, and any changes they made, so you know exactly which team members are making which edits. Versioning includes a check-in and checkout feature; when a user checks out a document, it is unavailable to edit until it is checked back in. This prevents multiple current versions of the same document. 

• Electronic signature: M-Files offers an integration with third-party service DocuSign to enable e-signatures on documents that require approvals. Using DocuSign, users can affix their signature to any file within the M-Files application. The integration with DocuSign also allows users to send signed files to the recipient(s) directly from the software program.
  
  
• User permissions: Administrators can set permissions for individual users and create groups of users. Permissions can be set to read or write to allow users to view or edit documents. Users can also be granted priority. For example, if a manager and staff member both want to access a document to make edits at the same time, the manager would be granted priority and the staff member would have to wait.
  
  
• Offline access: If a user anticipates they will not have internet access, files can be designated for offline use on a laptop or mobile device. Any changes a user makes while offline are recorded and automatically synced with the system once internet access is restored.

Unfortunately, M-Files does not publish their pricing online. You will need to contact the company for a customized quote representative. A 30-day free trial is available, though, so you can test the software first before deciding whether you want to continue using it.

Dokmee offers an organized, clutter-free user interface. It has most of the features we looked for in a document management program, all of which are easily accessible through a series of tabs on a toolbar on the left-hand side of the screen.

Here is a closer look at some of the features available with Dokmee:

• Search: Dokmee's search function allows you to search by document type, document name, upload date or folder. Dokmee's search function isn't the most comprehensive of the applications we reviewed, but it makes retrieving your documents relatively simple. 

• OCR: Dokmee works with your scanner to capture paper records and digitize them, using OCR to identify the text and images and upload them to the system. Some users have complained of occasional errors and slow processing, especially when uploading large batches of documents. Reducing the batch size generally seems to resolve these issues.
  
  
• Versioning: Dokmee's version control feature lets you easily save new versions of documents and archive older ones. Dokmee always displays the most up-to-date version of a document when any user accesses it, but previous versions are easy to reference. Old versions are listed in the system as major or minor versions, each marked with a date and time stamp. Versioning is available through Dokmee's Enterprise and Cloud versions. 

• Audit log: Dokmee is one of the few document management systems we reviewed that has a HIPAA-compliant audit log. This feature lets you examine activity across all your documents that could be related to HIPAA-protected information. Even if your business doesn't have to comply with HIPAA, it's a useful precaution for data privacy. 

• Electronic signature: Dokmee offers an e-signature tool through its Professional, Enterprise and Cloud versions. Users can sign documents (or files) that require approvals as well as export signed documents to recipients. 

• User permissions: With Dokmee, admins can set user permissions on an individual or group basis. Permissions allow admins to determine which users can see certain documents and who has authority to create new versions. In the Enterprise version of Dokmee, admin permissions can be set on a file-by-file basis, or to restrict access to specific folders. 

Dokmee offers several pricing tiers and plans. There are suitable choices for businesses of all sizes and needs; however, some plans do not offer all the security features that led us to choose Dokmee as the best document management system for security.

Below we've broken it down as to which versions include those security features.

• Desktop: While Dokmee's Desktop version offers all the core document management features the other versions offer, it doesn't have access control and security features. If your business requires security features, consider one of Dokmee's other plans below. The Desktop version starts at a one-time licensure cost of $249 per workstation.
  
  
• Professional: Dokmee Professional offers solid access control and security measures, allowing administrators to set permissions for multiple users, including restricting access to documents at the file cabinet level. Professional includes the HIPAA-compliant audit log. This version is intended for small and midsize businesses. Pricing isn't listed on the company's website; you'll need to contact Dokmee for a quote.
  
  
• Enterprise: Besides encryption and a HIPAA-compliant audit log, Dokmee Enterprise includes automatic data backup services, which adds a welcome layer of protection on top of the already secure system. Administrators also gain extra control over user permissions, which they can tailor down to folder and file levels. This version is intended for large businesses, and you'll need to contact Dokmee for a price quote.
  
  
• Cloud: Dokmee's Cloud version offers the same level of access control and security as the professional version, including file cabinet user restrictions and the HIPAA-compliant audit log. Cloud has four different pricing plans, with 10GB, 25GB, 50GB and 100GB of storage space. The 10GB plan is $29 per month for the first user and $15 per month for each additional user. The remaining plans are priced at $39, $59 and $99 per user, per month, respectively.
  
  
• Mobile: Dokmee's Mobile system offers a lightweight version of the security measures in the other plans. These include the HIPAA-compliant audit log, which only records actions on documents, as well as folder- and file-level user permissions for enterprise clients only.

Dokmee offers a 30-day free trial. There are no obligations, and no credit card is required. The trial version includes all the features Dokmee has to offer.

If you'd like to build on the core functions of the system, FileHold Express offers premium add-on functions that improve workflow automation, establish read-only guest accounts and enable electronic signing of documents.

Here is more about FileHold Express' features:

• Search: FileHold Express' search function can identify documents by file name, metadata, such as tags, or both. Users can include or exclude archived documents that are no longer active. Search results can be set to include all versions of the queried document or only the current version.

• OCR: FileHold Express' OCR feature identifies the text in scanned documents to better classify them, and you can further improve classification with the manual entry of metadata.
  
  
• Collaboration tools: FileHold Express includes collaboration tools, such as a check-in and checkout feature, as well as an audit log that tracks which users have accessed a document, the date and time of access, and any changes to the document.
  
  
• Task management tools: Complementing the collaboration tools are task management features, like a calendar that allows managers to assign tasks to team members and track whether the task has been completed. These features are useful for delineating responsibility and holding team members accountable for the work assigned to them.
  
  
• User permissions: FileHold's permission settings include 11 different security roles that allow varying degrees of access, from read-only user to system administrator. These security roles allow admins to determine whether a user can see, access or edit certain documents in the system. Custom permission settings can be established for every level of the cabinet, drawer, folder system.
  
  
• Premium add-ons: FileHold Express offers certain features as premium add-ons, including workflow automation functions, guest accounts set to read-only status and e-signing.

The cost of FileHold Express varies depending on the size of your organization and the specific features you require, including optional add-on features. You'll have to contact FileHold's sales department for a price quote.

Especially useful for small businesses are the multiple payment options that FileHold offers clients. These include 24 months of interest-free financing (longer periods are available depending on the number of users you need to access the system), a monthly subscription option for companies with seven or more users, or a one-time licensure payment for an on-premises server-based solution. For continued software updates and technical support, the on-premises solution requires an annual FileCare subscription, which costs 20% of your initial licensure cost.

FileHold offers a 10-day, full-featured free trial with no obligation or credit card information required. In addition, you can sign up for a free software demo to see the more nuanced capabilities of the system.

FileHold Express is intended for five to 20 users – a perfect size for many small businesses. Larger companies, or those planning to expand in the near future, can easily upgrade FileHold Express to FileHold Enterprise; the system is scalable and won't require you to deal with any costly or time-consuming migrations once you outgrow the Express version.