Best Document Management System Software of 2023 to simplify your document workflow

In today's digital age, businesses of all sizes have to deal with an overwhelming amount of documents. From invoices to contracts and employee records, companies must manage and store an ever-increasing amount of data. This is where document management system software comes in. So what is document management?

Document management system software is a tool that enables businesses to manage, store, and track their documents. This type of software is designed to help companies streamline their document workflow, making it easier for employees to access, share, and collaborate on documents. It also facilitates better office management of businesses.

Document management software typically includes features such as document version control, document search, and retrieval, document storage, and document collaboration. With these features, businesses can keep their documents organized, reduce the risk of lost or damaged files, and enhance productivity.

Types of Document Management System Software​

There are two main types of document management system software: on-premises and cloud-based. On-premises document management system software is installed on a company's local servers and managed by its IT department. This type of software gives businesses full control over their data and provides more customization options. However, it also requires significant upfront costs and ongoing maintenance.

Cloud-based doc management software, on the other hand, is hosted on the cloud and accessed through the internet. This type of software is becoming increasingly popular as it is more cost effective and requires less IT support. Cloud-based document management system software is typically offered on a subscription basis, which makes it more affordable for small to medium-sized businesses.

See also: Top 9+ best office management software for businesses

Key Features of Document Management System Software​

Document management system software comes with a range of features that can benefit businesses in many ways. Here are some of the most important features to look for when choosing a document management system software.

Document Storage and Organization​

One of the most essential features of document management system software is document storage and organization. This feature enables businesses to store all their documents in one central location, making it easier to access and manage. Doc library management system also allows businesses to categorize and organize their documents in a way that makes sense for their operations.

Document Version Control​

Document version control allows businesses to track all changes made to a document over time and ensures that employees are working on the most up-to-date version. This feature helps to reduce errors and inconsistencies in document management.

Document Search and Retrieval​

Document search and retrieval are essential features of document management system software. It enables employees to search for specific documents based on keywords, tags, or other parameters. This feature helps to save time and improve productivity by allowing employees to quickly find the information they need.

Document Collaboration​

Document collaboration is another critical feature of document management system software. It allows multiple users to work on a document simultaneously, enabling employees to share feedback, make changes, and collaborate more efficiently. This feature can significantly enhance teamwork and productivity.

Advantages of Using Document Management System Software​

There are many benefits of using document management system software. Here are some of the most significant advantages:

Increased Efficiency​

Document management workflow software streamlines document-related processes, making it easier and faster for employees to access and share documents. This feature reduces the time spent searching for documents and enhances overall productivity.

See also: What is a paperless office? Benefits and effective ways to build

Enhanced Security​

Document management software helps to protect sensitive business data by providing secure storage and controlled access to documents. It allows businesses to set access permissions and monitor document activity, reducing the risk of data breaches and unauthorized access.

Improved Compliance​

Many industries have specific regulations regarding document management and storage. A document management software system can help businesses stay compliant by providing an organized and secure system for document management.

Cost Savings​

Document management software can also help businesses save money. By reducing the time and resources spent on manual document management tasks, businesses can allocate those resources to other areas of the organization. Additionally, cloud-based document management system software is more cost-effective than on-premises solutions, making it an attractive option for small to medium-sized businesses.

How to Choose the Right Document Management System Software​

Choosing the right document management system software can be challenging, with so many options available in the market. Here are some tips to help you choose the right document management system software for your business:

Determine Your Business Needs

The first step in choosing the right document management system software is to determine your business's specific needs. Consider factors such as the size of your organization, the number of documents you handle, and your budget.

See also: Essential Office Management Skills You Can't Ignor

Evaluate Features and Functionality​

Once you've determined your business needs, evaluate the features and functionality of the document management system software you're considering. Make sure it includes essential features such as document storage, version control, search and retrieval, and collaboration. Also, consider additional features that could benefit your business, such as document workflow automation and integrations with other business tools.

Consider Security and Compliance​

Security and compliance are critical factors to consider when choosing a doc management system. Look for software that provides robust security features such as data encryption, access controls, and audit trails. Additionally, consider whether the software is compliant with industry-specific regulations such as HIPAA or GDPR.

Evaluate Support and Training​

Finally, evaluate the support and training options offered by the document management system software provider. Look for providers that offer excellent customer support, including phone and email support and online resources such as knowledge bases and video tutorials. Also, consider whether the provider offers training and onboarding services to help your team get up and running quickly.

Best Document Management System Software in 2023​

There are many document management system software options available in the market, making it challenging to choose the right one for your business. Here is the best list of document management system for 2023:

Box

Pricing: from $15 per user/month 

Box is a document management system that operates on a cloud-based platform, which provides businesses with an effective solution for managing and collaborating on documents securely. It offers a centralized location for storing documents, which can be easily accessed and shared among team members. With essential features such as version control, document search, and retrieval, as well as access permissions, Box ensures that data security and compliance are maintained. 

The software is integrated with other business tools like Salesforce, Google Workspace, and Microsoft Office, providing a more collaborative and productive environment. Box also incorporates robust security features such as data encryption, access controls, and audit trails that guarantee the protection of sensitive documents.  

Dropbox Business​

Pricing: from $16.58 / month

Dropbox offers businesses a cloud-based document management system for secure and efficient document storage and sharing. The platform provides a centralized location to manage all types of documents, which facilitates document organization, access, and collaboration from any location. 

Dropbox offers features such as version control, document preview, and commenting, which enable teams to collaborate seamlessly. It also integrates with other business tools such as Slack and Microsoft Office, which enhance productivity and collaboration. Dropbox prioritizes data security and offers features like two-factor authentication, remote device wipe, and encrypted transfers to safeguard sensitive documents.

Microsoft SharePoint​

Pricing: from $5 / month

Microsoft SharePoint is an on-premises and cloud-based document management system software that provides document storage, collaboration, and workflow automation features. It integrates seamlessly with other Microsoft products and provides robust security features such as access controls and data encryption.

Google Drive​

Pricing: Free for 30GB 

Google Drive is a cloud-based, free document management software designed to help businesses store, organize, and share documents efficiently. It offers a comprehensive solution that includes features such as file versioning, document collaboration, and access controls, making it an excellent tool for teams working remotely. 

Google Drive is a part of the Google Workspace productivity suite, which means it is seamlessly integrated with other business tools such as Google Docs, Sheets, and Slides, enhancing collaboration and productivity. Google Drive also prioritizes data security, offering features such as data encryption, two-factor authentication, and remote wipe, to ensure that sensitive documents are safe from unauthorized access. 

In conclusion, document management system software is an essential tool for businesses that deal with a large volume of electronic documents. By choosing the right document management system software, businesses can streamline their document workflow and enhance overall productivity. Follow Viindoo for more useful articles on the topic of business management.