Document Management Software

Best Document Management Software for 2021

The following 4 applications are my top rated Document Management Systems (DMS) that I recommend to businesses for the year of 2021. I keep my recommendation lists slim so I can focus on the best applications for the types of clients I assist. There are so many applications out there that it can be overwhelming to be made aware of each and every one, thus I publish this page with only the best applications out there.

1. SharePoint

SharePoint is a Microsoft application that was originally launched in 2001. It allows your team to collaborate on content, knowledge, and on applications so as to more quickly find the information needed to complete projects. SharePoint allows you to share items like files, data, news, and resources. SharePoint is installed on your intranet, and allows for different sites for different groups.

While SharePoint continues to be popular choice in document management, there are many who have valid complaints about the limitations of the software.

Pros

  • Multiple 3rd part integrations
  • Can be packages with Office360, or can be purchased alone.
  • Can edit documents online
  • Collaborative features
  • Security features
  • Advanced search features

Cons

  • Installation requires experts
  • Has a high price tag
  • Can be difficult to maintain
  • Customizations can cause errors
  • Social aspects aren’t as good as competitors

Deployment

SharePoint is a Web-based Cloud SaaS can be installed on Windows, iPhone and iPad, and on Android.

Cost

SharePoint starts as low as $5.00 per user/month (applications not included) with an annual commitment. Their plan that includes applications runs at $20 per user/month.

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2. Rubex

Rubex is a document management application by eFileCabinet. This is a SaaS (Software-as-a-Service) cloud storage application that allows for secure internal as well as external collaboration. Benefits of Rubex by eFileCabinet include the ability to create templates, a comprehensive search feature, automated workflows, file sharing, and version control. All of these features mean that Rubex is a great alternative to MicroSoft SharePoint Online.

Pros

  • Easily accessible audit trail
  • Search files and their content
  • Create templates and mass apply to multiple documents at once
  • Drag-and-drop uploads

Cons

  • Cannot edit documents online.
  • Mobile application integration is lacking

Deployment

Rubex by eFileCabinet is a Web-based Cloud SaaS and can be installed on Mac, Windows, iPhone and iPad, and on Android.

Cost

1st level “Advantage” plan costs $55 per user (per TB). The next level is their “Business” plan which costs $99 a month per user (per 5 TB). The top level “Unlimited” plan costs $199 per user (unlimited data).

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3. M-Files

M-File is a metadata based DMS that allows your employees to continue working with their existing systems, while using the UI of their application to access and manage information for the ultimate in control and efficiency. It’s design allows for easier document search and retrieval, you spend less time sorting through search results to find the document that has the content you need.

Pros

  • Small learning curve requiring little to no training
  • Compatible with Microsoft products
  • Excellent version control options
  • Works with metadata

Cons

  • Can be difficult to roll out without an M-Files expert assistance
  • Has a high price tag
  • Many options are paid add-ons
  • The search results sorts by document score and not document name
  • Offline use features are limited

Deployment

M-Files is Web-based Cloud SaaS and can be installed on Windows, iPhone and iPad, and on Android.

Cost

Pricing for M-Files is not published. You will need to contact them for a price quote.

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4. FileHold

FileHold is a document storage and retrieval application that is an excellent choice for large businesses. This document management system is highly recommended for IT departments, manufacturers, and health care organizations that are concerned with information governance. Some of the basic features it comes with includes; Version Control, Document Tagging or Metadata Capture, User Roles and Security, Audit Logging and Tracking, Microsoft Office integration and much more.

Pros

  • Scales well and can serve small companies up to enterprises with thousands of users
  • Keep track of approval process once a document is submitted for approval
  • Powerful workflow and approval processes
  • Flexible in defining and implementing business workflows

Cons

  • Can be difficult to roll out without an M-Files expert assistance
  • Has a high price tag
  • Many options are paid add-ons
  • The search results sorts by document score and not document name
  • Offline use features are limited

Deployment

M-Files is Web-based Cloud SaaS and can be installed on Windows, iPhone and iPad, and on Android.

Cost

Pricing for FileHold is not published. You will need to contact them for a price quote.

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