With Readiris, it is easy to edit any file. I highly recommend it for scanning and reworking documents. We needed an easy program for employees, who scan a large number of documents. Readiris helped us so much in our project. We were pleasantly surprised by the speed of the OCR!
What to Expect Update: We've updated this page to include new features released by our best overall pick for document management software, M-Files. When the future of business is digital, why are so many businesses still buried under a mountain of paperwork?
Bringing your business into the 21st century and digitizing your paper records might seem like a gargantuan task. However, with document management software, not only is it manageable, but it could vastly improve the way your business operates. Most document management systems allow you to scan paper documents into digital versions, which are then stored on the platform. But the very best improve your team's ability to collaborate remotely and around the clock.
Best Picks Editor's note: Looking for document management software for your business? Fill out the questionnaire below to have our vendor partners contact you about your needs. When choosing a document management system, it's important to know what you need. Are you simply looking for a digital archive that can be periodically updated, or do you require software that enables daily creation and editing of new documents?
Do you prefer a locally hosted, on-premises solution, or do you prefer a cloud-based solution managed by your vendor partner or a third-party?
This guide will help you answer these questions and more to ensure you select the best document management system for your business. Read our recommendations, including the best overall document management system, the best system for small businesses, the best platform for workflow automation, the best application for optical character recognition, and the best document management system for security.
In addition, our list includes digital asset management software. These applications are similar to document management software insofar as they are record-keeping and organization tools; however, they are specifically designed to track inventory, purchases, work orders and multimedia assets, such as images and video files. Document management systems offer tools to help you create and manage a paperless office. Most applications include imaging tools that interface with your scanner to convert paper documents to digital files, enabling you to scan and import documents directly into a central document repository.
Many software programs include customizable document-creation templates and associated tools that automatically format newly scanned files to match formatting standards for your office or to comply with industry standards. In addition to scanning paper documents, many systems let you import most types of digital documents: PDFs, word processing files, spreadsheets, image files and many other file formats.
Once a document is imported into the system, it's stored in a data repository that can be made accessible to others in your office and, in many cases, individuals outside your office. The best document management software gives you the ability to grant access to individuals to specific documents in the repository as needed. Document management software can also provide an array of collaboration and workflow automation tools that help your team work harmoniously, making it easy to create, edit, review, and approve any and all documents necessary to keep your business running smoothly.
Pricing Pricing for document management systems varies greatly depending on several factors. For example, the hosting method you choose can impact the pricing significantly. Cloud-based software is generally based on a monthly subscription rate, while on-premises solutions tend to require a one-time fee upfront, plus an annual subscription for software updates and technical support.
Some companies offer a hybrid model that blends on-premises and cloud-based solutions. Monthly subscriptions generally are based on a per user, per month model, so the number of users greatly influences the total cost. Many document management systems also offer multiple tiers of service with different features for organizations with differing levels of need.
Simpler tiers are cheaper, while more comprehensive tiers cost more. Negotiation Tips Document management is a crowded field, so choosing a vendor can be difficult. The most basic software serves as digitization software and centralized document storage, while more complex systems allow for built-in collaboration and task management among team members.
Pinpointing what you're looking for is half the battle, and asking the right questions will help you determine which system is really right for your business.
Some questions to ask suppliers include: What operating systems support this software? Is document imaging and digitization included? Are there any collaboration tools, workflow automation or project management tools? How many file types does the software support? Is there a versioning feature for tracking changes to documents? How many users can access a document at once? What third-party software can the system integrate with? What level of technical support can I expect to receive?
As always, closely review any legal documents, including contracts, before signing. The vendor should put everything you've discussed on paper and specify which features you are getting for your money. Always have an exit strategy in writing as well, in case things don't go as expected.
If the service you're considering won't allow you to cut ties without paying cancellation fees, consider it a red flag. Reviews Here are all our reviews of document management software providers.
These reviews cover small business and enterprise document management, enterprise content management, and digital asset management software. Our Methodology To determine the best document management systems, we started with a pool that included all the vendors on the list below.
After preliminary research, including examining other best-picks lists and researching each system, we interviewed small business owners and discovered more vendors to add to our list. Next, we researched each provider by investigating its services, watching tutorials and how-to videos, testing the system when possible, and reading user comments. We also considered the pricing listed on these services' websites.
After narrowing down the list of contenders, we contacted each company's customer service department by phone, or live chat if possible, posing as new business owners to gauge the type of support each provider offers. Our process involves putting ourselves in the mindset of a small business owner and gathering the data that would be readily available to such an individual.
We analyzed each service based on the following factors: Ease of use.