12 Best Document Management Software in 2022 - Whatfix (2023)

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  • January 26, 2022

12 Best Document Management Software in 2022 - Whatfix (1)

Levi Olmstead

12 Best Document Management Software in 2022 - Whatfix (2)

“I don’t know where to find it.”

“Can you send me that file again?”

“You’ll have to go through the entire filing cabinet.”

Do you often hear these words in your workplace? If so, you’re in need of document management software (DMS).

Document management software tools help eliminate workplace chaos, streamline workflows, increase productivity, and help paper-dependent businesses digitally transform their document management process.

But document management software isn’t just good-to-have. From enhanced security and meeting regulatory compliances, to making true collaboration and knowledge management a reality in the age of the hybrid workplace, document managers are an essential requirement for businesses that want to thrive in the digital age.

What are the best document management software tools in 2022?

  1. M-Files
  2. eFileCabinet
  3. SharePoint
  4. Optix
  5. Box for Business
  6. FileHold
  7. OnlyOffice
  8. DocuWare
  9. Rubex
  10. LogicalDoc
  11. AODocs
  12. Templafy

What Is Document Management Software?

Document management software helps users create, manage, store, track, and deliver electronic documents and digital versions of paper-based documents. While this is a standard function in any DMS, the best solutions also offer a variety of features to help accelerate business performance. The term is often interchangeably used with a document management system, also abbreviated as DMS.

Below, you can see an example of a SharePoint’s DMS dashboard and how it would appear for a sales team:

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It’s also worth noting that document management software is also used as an umbrella term for a wide range of software products that may also include:

  • Content management systems (CMS) such as WordPress, Drupal, or Joomla
  • Workflow systems to automate repetitive tasks
  • Record management systems that are mainly used by heavily regulated industries such as healthcare, legal, and the government.
  • Document imaging systems that capture and organize images from different sources and help convert paper files into digital files.
  • Enterprise content management systems that are tailored to the needs of an enterprise.

4 Types Of Document Management Software

As such, there are four different types of document management software:

1. Server-based DMS

Server-based DMS is recommended if you are using on-premise servers – which is a requirement for high-security industries and many enterprises. It can be installed as a stand-alone and does not require an active internet connection. These systems are usually faster since they are connected to the local area network (LAN) and can also be customized to meet individual needs.

2. Database DMS

A database DMS is handy when you have to work with a ton of data spread across business apps. Think FileMaker, MySQL, or Oracle. The software stores data and allow you to sort and find what you need based on your queries. Since a database DMS connects with most productivity software, you’ll never have to ask “where’s that file located?” again.

3. Cloud-based DMS

As the name suggests, cloud-based DMS is hosted in the cloud and stores information without you needing to interact with the physical servers. This fuels remote collaboration allowing users to access files from any device instantly.

Cloud-based DMS is popular among businesses that need to work with a lot of data and still be flexible in its feature set and security protocols.

4. Web-based DMS

Web-based DMS does not require you to download an app or run specific software. It can be accessed through your browser and is usually open-source, which means it’s low-cost (or free) and can be used to connect to other systems through APIs.

But, open-source isn’t the path most companies want to traverse. Most web-based DMS require intensive training, and there are often security and support concerns.

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Features of Document Management Software

While you may want to choose either a standalone solution or one that also doubles up as your company’s workspace or intranet, the best document management software should have the following features:

  • Document Storage & Organization
  • Collaboration & Sharing
  • Version Control
  • Workflows
  • Permissions
  • Document Backup
  • Compliance & Data Security

1. Document Storage & Organization

Growing companies often struggle with managing and organizing many documents. In lieu of a document management system, employees spend a lot of time digging for files.

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54% of 1,000 US office professionals surveyed by Wakefield Research on behalf of data analytics company, Elastic, reported spending more time looking for files than responding to emails and messages. When choosing a document management tool, consider the organizational hierarchy offered by the platform.

2. Collaboration & Sharing

A good DMS should connect internal stakeholders seamlessly to prevent information silos and unnecessary friction. It is crucial for remote and hybrid workplaces where employees log in from alternate locations. Your document management software should also offer limited access to independent contractors so they can meaningfully contribute to the project.

Since documents are constantly in a state of flux, your DMS should offer version control to allow you to manage numerous versions of a document automatically.

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Versioning helps maintain and manage documents throughout the document life cycle until they’re approved. Then, the current version remains visible to the team while older versions get stored in case you ever need them.

4. Workflows

Workflows take scattered, unmapped processes and optimize them for you. Your document manager should have in-built workflows to streamline your systems and automation rules to store, tag, and organize documents.

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Ideally, your DMS should be able to help you with document routing, update and create records, set up individual rules and document actions, and configure multi-level approvals.

5. Permissions

While keeping bad actors out of your system is a priority, permissions are far more crucial to prevent accidental or intentional internal data breaches. The Egress 2020 Insider Data Breach Survey found that 78% of IT leaders believe that employees put data at risk accidentally, while 75% think the data breach was intentional. You can protect your data from breaches and modifications by allowing admins to set specific permissions for each employee or team.

6. Document Backup

A fundamental feature that every document managing tool should provide is the ability to back up documents manually or automatically to the local servers or the cloud, especially when co-authoring is involved. The consequences of data loss can be severe and cause financial and reputational damage depending on the industry.

7. Compliance & Data Security

Mishandling of personal data can result in significant fines, costly audits, and a damaged brand image. Your DMS also supports organizations in tightly-regulated industries by helping you automatically meet various compliances such as GDPR or HIPAA, as well as secure data through advanced access rights, SSL, encryption, audit trails, and high availability and integrity.

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12 Best Document Management Software in 2022

Here are 12 of the best and most popular document management tools, with information on pricing, review ratings, and feature sets to help you make an informed decision.

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1. M-Files

  • Pricing: Custom quotes
  • DMS Type: On-premise, Cloud, or Hybrid
  • G2 Review Rating: 4.2/5
  • Capterra Rating: 4.2/5

M-Files is a next-gen intelligent information management platform that helps users retrieve and use information effectively. While traditional enterprise content management systems can disrupt existing systems or require data migration, M-Files unifies content, data, and systems across the company.

One of the few platforms to use AI in this list, M-Files prevents silos by instantly delivering the right content to the right person. Like Templafy, the platform integrates with other repositories such as SharePoint, ECM systems, CRM, ERP, and intranet network folders.

Users benefit from automated workflows, advanced permissions, and easy access. M-Files has a solution, whether you have a simple document management use case or need to automate complex workflows.

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Main Features:

  • Dynamic access rights – based on metadata about document type, project or workflow state
  • Single view for all content – integrates with other systems and repositories without migration
  • Workflow automation – track tasks and adhere to legal regulations automatically
  • Automatic updates – software gets updated automatically at regular intervals

Compliant with: GDPR, HIPAA, ISO/IEC 27001:2013, SOC 2 & 3, ISO 9001:2015, ISO/IEC 27017:2015, ISO/IEC 27018:2014, ISO 22301:2012, Records Management – SÄHKE2, DoD 5015.2, MoReq2, FDA 21 CFR part 11, Eudralex Vol 4 Annex 11, SOX-404, FIPS 140-2 Level 2

Notable brands that use M-Files: NBC Universal, OMV, and Valmet.

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2. eFileCabinet

  • Pricing: Custom quotes
  • DMS Type: On-premise, Cloud, or hybrid
  • G2 Review Rating: 4.3/5
  • Capterra Rating: 4.4/5

eFileCabinet is a document management and workflow automation platform that offers user-friendly accessibility and customizable security. Designed for businesses of all sizes, eFileCabinet provides file sharing, document retention, and version control to improve process efficiency.

With options to set up a cloud or on-premise DMS and easy access via a web browser or desktop app, eFileCabinet offers a ton of flexibility.

eFileCabinet has a couple of different products under its hood:

  • Desktop DM – on-premise document management solution
  • SecureDrawer – a web portal for secure file sharing
  • Rubex – next-gen DMS (Jump to our review of Rubex)

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Main Features:

  • Automatic Cloud backup – for on-premise and desktop users via CLOUD VIEW
  • Secure file sharing – web-portal to send and receive files from customers via SecureDrawer
  • Dynamic, instant access – via Sidekick eliminating the need to go back and forth between apps
  • Virtual data entry – saves you hours of repetitive labor via Zonal OCR

Compliant with: GDPR, HIPAA, FINRA, SEC

Notable companies that use eFileCabinet: Oak Bridge Financial, Alta Medical Management, and Hill & Associates.

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3. Microsoft SharePoint

  • Pricing: $5-20 per user/month
  • DMS Type: On-premise and Cloud
  • G2 Review Rating: 4/5
  • Capterra Rating: 4.3/5

SharePoint in Microsoft 365 is a cloud-based service designed for businesses of all sizes. Microsoft describes SharePoint as “Collaboration, Portal, Search, Enterprise Content Management, Business Process Management, and Business Intelligence.”

Companies can either subscribe to a Microsoft 365 plan or the standalone SharePoint service. SharePoint helps manage and secure content, knowledge, and apps to enable seamless collaboration, teamwork, and quick data retrieval. It also lets users create sites for internal use.

Based on the feature set, it’s evident that the platform is designed to grow with your business no matter its size.

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Main Features:

  • Reusable templates helps create documents fast and easy
  • Enterprise search – various options to search for files across DMS and integrated systems
  • Restricted data sharing – blocks accidental sharing of sensitive data through rule-based automated identification
  • Customization friendly – can be tailored to meet business needs no matter the size

Compliant with: GDPR, HIPAA

Notable organizations that use SharePoint: FEMA, VMWare, and NHS.

4. Optix

  • Pricing: Custom quotes
  • DMS Type: On-premise, Cloud or hybrid
  • G2 Review Rating: Unavailable
  • Capterra Rating: 4.9/5

Optix by MindWrap is a document management and workflow solutions platform that helps multi-user organizations with digital transformation via intelligence and automation. Built for businesses and nonprofits, Optix is a robust and easy-to-use platform that supports companies going paperless.

It’s easy to search, file, and organize documents as well as design workflows in minutes with Optix’s drag-and-drop technology. Available for both Mac and Windows, Optix offers both on-premises and hosted solutions and easily integrates with other business apps.

Also, Optix is not just a document management system. It also offers digital rights management, content management, records management, business process management, and SOP creation.

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Main Features:

  • Native macOS development – Optix’s information management tools are built for the Macintosh environment
  • Revision integrity – allows only one user to edit a file at a time showing others a read-only version
  • Graphical route editor – helps create complex workflows in minutes
  • Multiple security levels – complete control over who can access documents

Notable organizations that use Optix: MIT, Heifer International, and Fairbanks North Star Borough School District.

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5. Box for Business

  • Pricing: Custom quotes
  • DMS Type: On-premise and Cloud
  • G2 Review Rating: 4.2/5
  • Capterra Rating: 4.3/5

A cloud-native document management platform, Box, helps businesses create, store and collaborate on content securely from any device. Instead of defining itself as a DMS, Box has dubbed itself “The Content Cloud” since it helps manage the entire content lifecycle with ease.

Box integrates with 1,500+ apps via pre-built integrations and can be customized to fit any organization’s needs. Like eFileCabinet, Box has many add-on products—Box Sign, Box Shield, Box Governance, Box Platform, and Box Zones.

In addition to standard document management software features, Box also uses Machine Learning to auto-tag files and recommend content.

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Main Features:

  • Document lifecycle management – handle content while staying compliant with regulations, discovery requests and data retention policies
  • Robust user permissions – ensure only the right people have access to content and audit user activity
  • Extract insights – use ML to automate tasks and offer recommendations
  • Seamless integration – with enterprise applications and open APIs

Compliant with: FINRA, HIPAA, FedRAMP, and more

Notable brands that use Box: AstraZeneca, JLL, and Nationwide.

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6. FileHold

  • Pricing: Custom quotes
  • DMS Type: On-premise and Cloud
  • G2 Review Rating: 4.4/5
  • Capterra Rating: 4.7/5

FileHold is a document management software that helps businesses capture, index, store, search, and version documents as well as review and approve workflows. It can be purchased as a license or a monthly subscription to be installed on-premises or in the cloud.

FileHold has two products –

  • FileHold Express: Smaller businesses or organizations looking to start small (only 20 users)
  • FileHold Enterprise: For medium to large organizations (more than 20 users)

Apart from the standard features of a DMS, FileHold also offers some optional features including third-party integrations and the option to white-label the solution and localize the language.

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Main Features:

  • Document Linking – helps users link related documents that aren’t stored in the same folder to see all linked docs with minimal clicks quickly
  • FileHold Courier – transmit documents to internal and external stakeholders securely and get notified when it’s been opened
  • FastFind – helps you search for files located anywhere without leaving the parent app
  • Autofiling – helps users file documents automatically based on metadata and an intelligent in-built algorithm

Compliant with: GDPR, HIPAA, PIPEDA, APPS, and more

Notable brands that use FileHold: General Electric, BMW, and Panasonic.

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7. OnlyOffice

  • Pricing: Free to $8 per user/month (Cloud), $1,900-$4,150 per server (On-premise)
  • DMS Type: On-premise and Cloud
  • G2 Review Rating: 4.4/5
  • Capterra Rating: 4.5/5

OnlyOffice is a document management platform that helps businesses create a paperless office and streamline tasks to increase productivity. It lets you organize documents, work in multiple formats, and collaborate with others on a secure platform.

With its rich feature set, OnlyOffice lets you create documents using its customizable style creation both on-premises and in the cloud.

Note: OnlyOffice Workspace has other products besides a DMS—CRM, mail management, project management, and a time management tool.

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Main Features:

  • Secure environment for co-editing – choose between two co-editing modes to collaborate seamlessly
  • Version and revision control – track minor changes and mark milestones with file versions
  • Third-party integrations – extend DMS functionality by connecting to Bitly, DocuSign, WordPress, or OnlyOffice modules
  • Powerful online editors – compatible with Microsoft document formats and a multi-format media player

Compliant with: GDPR, HIPAA

Notable organizations that use OnlyOffice: Thomson Reuters, Deloitte, and Suzuki.

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8. DocuWare

  • Pricing: Custom quote
  • DMS Type: On-premise and Cloud
  • G2 Review Rating: 4.4/5
  • Capterra Rating: 4.6/5

DocuWare is a cloud-based document management software and offers workflow automation services to teams and companies of various sizes. This multi-tenant app helps capture and process data securely and supports distributed teams with instant access.

The platform integrates with your CRM, ERP, or other business app to help transmit information seamlessly. It’s also got high availability and scalability.

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Main Features:

  • Document encryption and separation – uses military-grade encryption (AES) and separates customer data from system data
  • AI-driven intelligent indexing – identifies most valuable information in a document and converts it into highly structured, usable data
  • Out-of-the-box workflows – help you automate important business processes with ease

Compliant with: GDPR, HIPAA, ISO 9001, ISO/IEC 27001, GoBD IW PS 880, and more

Notable organizations that use DocuWare: Culinare, Jura, and ILB Logistics.

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9. Rubex

  • Pricing: Custom quote
  • G2 Review Rating: 4.3/5
  • Capterra Rating: 4.4/5

Since it is a product by eFileCabinet product, the capabilities and features of the platform remain largely the same, with some smarter automation and advanced DMS features to look forward to.

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10. LogicalDOC

  • Pricing: Custom quote
  • DMS Type: On-premise, Cloud
  • G2 Review Rating: 4.3/5
  • Capterra Rating: 4.7/5

LogicalDOC is an open-source document management software that helps businesses manage documents with a laser focus on retrieving information fast and automating business processes. You can create, co-author, and collaborate on documents and integrate with Microsoft Office and Outlook or shared folders.

Like other DMS on the list, LogicalDOC includes additional features like record management, knowledge management, and content management.

What’s different about LogicalDoc is how it lets you evaluate the software in 2 modes – a free trial and a demo site that doesn’t require you to download anything to your PC.

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Main Features:

  • DropSpot – drag and drop any files into the archive from your desktop
  • Auto naming and Auto folding – automatically name and move files to the right folder
  • Workflow Engine – users can create complex workflows, assign tasks to users and automate repetitive processes

Compliant with: GDPR

Notable organizations that use LogicalDOC: Sosel BC, Cox Gomyl, and Datum Consulting.

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11. AODocs

  • Pricing: Custom quotes
  • DMS Type: Cloud
  • G2 Review Rating: 4.3/5
  • Capterra Rating: 3.9/5

AODocs is a document management and content intelligence platform specifically for companies using Google Workspace.

The platform is AI-driven, allowing organizations to use its features to create process automation, reduce human errors, and improve compliance.

It also has an incredibly intuitive interface, making it stick out in comparison to other legacy DMS platforms on this list that have outdated UIs.

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Main Features:

  • Simple document management – integrates with Google Workspace and Office365 to bring all document management features directly into your workspaces
  • Compliance control – permissions and access compliance features allows organizations to manage permissions directly in Google Docs, Sheets, and other Google tools.
  • Business process & workflow automation – AI-powered automation streamlines important content-focused processes for your organization

Notable organizations that use AODocs: Randstad, World Wildlife Foundation, Whirlpool.

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12. Templafy

  • Pricing: Custom quotes
  • DMS Type: On-premise, Cloud
  • G2 Review Rating: 4.2/5
  • Capterra Rating: 4.8/5

Templafy is not technically a document management system—it does not store or file documents. The core use of the platform is to help users generate new documents from approved templates and digital assets to maintain brand identity.

While it isn’t technically a DMS, Templafy integrates with the following DMS to help you get more out of them:

  • iManage
  • F2
  • WorkZone
  • SharePoint
  • Maconomy
  • F2
  • NetDocuments

When users open a template from a DMS, it opens a Word or PowerPoint file (which can also be opened in Google Docs and Slides.) Templafy detects document properties and prompts users to select the relevant template. The template is then merged with data from the DMS. This results in an on-brand, compliant and personalized document that is stored in the DMS.

Built for enterprises, Templafy can be better classified as a document template management platform that works across devices and office applications.

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Main Features:

  • Connects and merges relevant data from the DMS – simplifies business document creation workflows
  • Distribute real-time updates – via a centralized platform with complete metadata
  • Seamless integrations – easily pull data from anywhere
  • Secure and efficient workflow – for the entire document lifecycle
  • On-brand document creation – build accurate documentation via automation

Choose the right adoption strategy for your document management software with Whatfix

One of the most common mistakes people make when implementing DMS is to rush the process. Careful software implementation takes time and often requires finding the right experts to train admins and employees, so the features don’t go underutilized.

When you’re ready to set up your DMS, choose a digital adoption platform such as Whatfix to support your employees with in-app training and on-demand learning through product tours, tooltips, and interactive walkthroughs.

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With Whatfix, you can integrate your document management software and all of its add-ons with your suite of business apps – from Salesforce, SuccessFactors, MS Teams, and hundreds of the leading enterprise vendors – making it easy for users to find the help they need, when they need it.

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FAQs

What is EDM system? ›

An electronic document management system (eDMS) is a type of software that stores, organizes, and manages documents in the form of electronic files for an organization.

What is an example of a document management system? ›

PDF Readers are the best example of a Document Management System through which you can access the PDF file offline and store it to view and even print and publish it anytime at any place.

Is SharePoint a document management system? ›

SharePoint is a great document management tool, but it requires a lot of work to maintain, especially for large and growing companies. You can use it effectively for a while by setting up an intuitive site structure and maintaining clear, logical content governance guidelines, but that will only take you so far.

What are the 3 basic types of file management? ›

The types of files recognized by the system are either regular, directory, or special. However, the operating system uses many variations of these basic types. All file types recognized by the system fall into one of these categories. However, the operating system uses many variations of these basic types.

Which one is a document management tool? ›

eFileCabinet Online is a comprehensive file management solution with solid compliance and retention features. The updated user interface makes it all easy to find, no matter what device or platform from which you access it.

How do you use EDMS software? ›

The first step in using EDMS software is gathering and digitizing all of your relevant engineering documentation, including paper documents and digital files. Once the information is effectively scanned and saved, an EDMS can help you organize, analyze, and use your information to improve your workflows and processes.

What is EDMS workflow? ›

Summary. An electronic document management system (EDMS) is a software program that manages the creation, storage and control of documents electronically. The primary function of an EDMS is to manage electronic information within an organization's workflow.

What is EDMS PDF? ›

Electronic Document Management Systems. The purpose of an Electronic Document Management System is to provide a central repository for documents. An electronic document management system allows for: • Secure environment for document storage; •

What are the types of document management system? ›

5 Types Of Document Management Systems
  • Content Management. Often referred to as web content management, this type of document management system focuses on creating, modifying, organising, and delivering content to users. ...
  • Workflow Management. ...
  • Record Management. ...
  • Document Imaging. ...
  • Enterprise Content Management.
18 Feb 2020

Which software is used for digital documentation? ›

Both paper documents and digital documents are created using a simple text editor like Notepad or any word processor like MS Word or OpenOffice Writer.

What is document management process? ›

Document management is a system or process used to capture, track and store electronic documents such as PDFs, word processing files and digital images of paper-based content. Document management can save you time and money.

Why is SharePoint so good? ›

Document management and collaboration

The central benefits of SharePoint include a streamlined flow of information and cloud storage that can be accessed by mobile devices. Informed employees make better decisions, meet deadlines, understand the shared business strategy, and contribute better to it.

Is SharePoint a good EDMS? ›

Microsoft Sharepoint : currently the best EDM software for easy and efficient document management ! All documents are stored in one single location, collaborators have access to up-to-date relevant information concerning invoices, quotes, customer data, price lists, etc.

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

What are the 4 types of files? ›

6 Different Types of Files and How to Use Them
  • JPEG (Joint Photographic Experts Group) ...
  • PNG (Portable Network Graphics) ...
  • GIF (Graphics Interchange Format) ...
  • PDF (Portable Document Format) ...
  • SVG (Scalable Vector Graphics) ...
  • MP4 (Moving Picture Experts Group)
26 Jul 2018

What are the 2 types of files? ›

There are two types of files. There are Program files and Data Files. Program files, at heart, can be described as files containing software instructions. Program files are then made up by two files called, source program files and executable files.

What are the five functions of file management? ›

Functions of a file management system are as follows:
  • Store, arrange, or accessing files on a disk or other storage locations.
  • Creating new files.
  • Displaying the old files.
  • Adding and editing the data in files.
  • Moving files from one location to another.
  • Sorting files according to the given criteria.

What makes a good document management system? ›

An ideal document management system has an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. Also it allows you to create your own processes and manage them however you like.

Why you need a document management system? ›

Quickly search through multiple documents: Regardless of size and format, the right document management system can make every document full-text searchable. This enables employees to find the information they need, whether it's in a document's title, its metadata or deep within the full text.

Why is DMS important? ›

A DMS makes sharing information and collaborating easy, allowing documents from different sources to be accessible from multiple locations. Users can share documents, monitor workflows, co-author documents and more.

What is EDMS portal? ›

An electronic document management system (EDMS) is the system for organizing and storing different kinds of documents. It helps users to organize and store documents.

What are the types of electronic document? ›

Examples of electronic records include: emails, websites, Word/Excel documents, digital purchase receipts, databases, text messages, social media postings, and information stored on SharePoint sites and content management systems (Catalyst, Slack, DropBox, etc.).

What is EDMS Meridian? ›

Meridian establishes a centralised, secure, scalable, and highly accessible Engineering Document Management System (EDMS) to effectively support engineering, procurement, construction, and maintenance (EPCM) activities.

What is EDMS document management? ›

An Electronic Document Management System (EDMS) is a software that centrally stores and organises documentation in one digital repository.

What is Documentum used for? ›

Documentum provides services such as document management, collaboration, search, content classification, input management, Business Process Management (BPM), customer communication management, and Web content management.

Can you create a PDF file only in document management applications? ›

Create PDF from a DMS in Create Assistant

Files imported from DMS are read-only copies, the originals are not touched. To create PDF documents using documents from a Document Management System proceed with the following steps. Start Create Assistant. Click Add, then click Open from DMS in the drop-down list.

What are the problems created when organizations do not have any kind of formal document management system in place? ›

Information Gets Lost Every time

If an organization is sloppy in managing its documents, it can lose highly valuable business information and audit data without any traces. Now that is something that can cost a company even millions of Dollars!

What is the difference between document management and document control? ›

So while document management generally refers to the storing and handling of documentation, document control specifically refers to the control and management of documents normally for the purpose of submitting them to a customer at the completion of a project.

What is DMS code? ›

However, DMS is a dynamically typed language meaning that variables can take on any basic data type such as string , float , and Boolean .

What is document control? ›

Document Control Definition

Document control can be defined as a series of practices that ensure that documents are created, reviewed, distributed, and disposed of in an organized and verifiable manner. You might also use the term “document management”.

How many types of digital documentation are there? ›

Four types of digital documents are: Structuring applications around a document interface Structuring interlinked textual & multimedia Documents. Structuring and encoding information using document-encoding standards Scanning documents for storage and faxing. Document imaging emulates microfiche and microfilm.

What is the difference between a document and digital document? ›

Paper documents are difficult to search, carry, copy, and modify. Paper documents are easily damaged, misfiled or misplaced. Electronic documents are delivered by networks, disks, flash memory and CD/DVD and are stored on a file system. Multiple users can read and review electronic document simultaneously.

What is basic document management? ›

Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper-based information captured through the use of a document scanner.

What are the 5 basic filing systems? ›

There are 5 methods of filing:
  • Filing by Subject/Category.
  • Filing in Alphabetical order.
  • Filing by Numbers/Numerical order.
  • Filing by Places/Geographical order.
  • Filing by Dates/Chronological order.

How many companies use SharePoint? ›

Who uses SharePoint? Since SharePoint offers a number of different functionalities, it's used by a wide range of businesses and organizations of all sizes. According to Microsoft, more than 250,000 organizations use SharePoint, including over 85% of Fortune 500 companies who use SharePoint Online as part of Office 365.

What is the difference between SharePoint and OneDrive? ›

OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.

Which is better SharePoint or Google Drive? ›

2)The main difference in the SharePoint Vs. Google Drive debate is the Microsoft ecosystem. Although Google Docs does allow users to store and open from the web, SharePoint actually has the capability for simultaneous editing with Microsoft Word.

Is FileNet a document management tool? ›

FileNet pioneered with a "Integrated Document Management" suite offering document imaging, electronic document management, COLD and workflow. They concurrently delivered an internally developed entry-level system called Workgroup.

Can I use SharePoint to store documents? ›

For example, you can use a document library on a site in SharePoint to store all files related to a specific project or a specific client. Adding files or moving files between folders is as easy as dragging and dropping them from one location to another.

How do I organize documents in SharePoint? ›

Drag and drop files into those folders in SharePoint or using File Explorer. Learn to add columns to a library and then sort and filter by those columns to see only the information you need. Learn to create views of items in a library where you sort and filter documents across folders and columns.

Does Google have a document management system? ›

Google Drive allows you to create documents, spreadsheets, presentations, and more within the application.

Is OneDrive a document management system? ›

Is OneDrive for Business a Document Management System? The short answer is, no. OneDrive for Business is a cloud-based solution that is designed to help businesses collaborate, share and store files more easily and on the move.

Is Dropbox a document management system? ›

Dropbox is an online software solution that manages electronic documents for both individuals and teams. It can serve as your document repository, but it can also simplify how you organize, find, and work with digital files.

Which computer programs work best for organizing a filing system? ›

Some of the popular cloud-based file management solutions include Google Drive, Dropbox, Apple iCloud, and Microsoft OneDrive. Be sure to check this Apple iCloud vs Microsoft OneDrive guide to learn how the two platforms compare.

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

How do I organize my computer files? ›

To sort files, open the folder containing all the files you'd like to organize, right-click within the folder, select Sort by, and then select how you want to sort the files: by name, date, type, size, or tags. Then it's easier to organize computer files from a certain time range.

Is Google Drive a document management system? ›

Google Drive is a cloud-based program that allows you to create, edit, store, and share documents. Many businesses use it as a file management system; documents sit in the Cloud as well as synchronising with users' local versions of the system.

What makes a good document management system? ›

An ideal document management system has an inbuilt enterprise level Business Process Management and Workflow Automation that automatically routes the documents to their destination. Also it allows you to create your own processes and manage them however you like.

Which app is best for storing documents? ›

Top 5 Android apps to access your documents on the go
  1. Documents to Go. Documents to Go is one of the most popular document viewing app. ...
  2. Google Docs. Google Docs is now a part of Google Drive. ...
  3. Quick Office Pro. ...
  4. DropBox. ...
  5. Kingston Office.
19 Jun 2012

What are the five examples of file management sites? ›

Top File Management & Storage Apps
  • Google Drive. Google Drive is Google's file sync app that lets you store all of your files online alongside your Google Docs documents, and keep them synced with all of your devices.
  • Dropbox. ...
  • OneDrive. ...
  • Amazon S3. ...
  • Box. ...
  • CloudConvert. ...
  • ConvertAPI. ...
  • Citrix ShareFile.

Why is SharePoint so good? ›

Document management and collaboration

The central benefits of SharePoint include a streamlined flow of information and cloud storage that can be accessed by mobile devices. Informed employees make better decisions, meet deadlines, understand the shared business strategy, and contribute better to it.

Is Dropbox a document management system? ›

Dropbox is an online software solution that manages electronic documents for both individuals and teams. It can serve as your document repository, but it can also simplify how you organize, find, and work with digital files.

How do I manage documents in Word? ›

On the Info page, click the Manage Document button. In the Manage Document shortcut menu, select Recover Unsaved Documents. An Open dialog box will appear displaying the unsaved file. Click the file, then click Open.

What are the 7 steps to organizing a paperwork? ›

If you want to learn how to organize your paperwork, follow these seven steps:
  1. Separate documents by type. ...
  2. Use chronological and alphabetical order. ...
  3. Organize your filing space. ...
  4. Color-code your filing system. ...
  5. Label your filing system. ...
  6. Dispose of unnecessary documents. ...
  7. Digitize files.

What is file management program? ›

File Management Utility: A File Management Utility is a computer program that provides a user with a graphical interface in which he/she can organize files and folders on a computer's storage device.

What is the best way to save files? ›

In This Article
  1. Keep It in the Cloud.
  2. Save to an External Hard Drive.
  3. Burn It to CD, DVD, or Blu-ray.
  4. Put It on a USB Flash Drive.
  5. Save It to a NAS Device.
3 Dec 2020

What are three benefits of document management systems? ›

Eight Benefits of Document Management Systems (DMS)
  • Reduces Costs.
  • Improves Workflow.
  • Better Collaboration.
  • Advanced Search.
  • Reduces Storage Space.
  • Easier Retrieval.
  • Enhanced Security.
  • Disaster Recovery.
8 Apr 2022

How do you manage documents at work? ›

Effective File Management
  1. Avoid saving unnecessary documents. ...
  2. Follow a consistent method for naming your files and folders. ...
  3. Store related documents together, whatever their type. ...
  4. Separate ongoing work from completed work. ...
  5. Avoid overfilling folders. ...
  6. Organize documents by date. ...
  7. Make digital copies of paper documents.

How do companies manage documents? ›

Document management is the process by which a company transfers paper documents into a digital format before placing them into organized categories in an electronic filing system.

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