Top 10 Document Management Software For Small To Midsize Businesses

Are you looking for a reliable tool to help you organize your digital documents or digitize your existing paper records? Document management software is the solution to your worries. It encompasses variety of features essential for efficient business operations. Small and midsize businesses (SMBs) nowadays want to go paperless and are searching for the right solution. So, if you’re one of those SMBs who want to succeed, choose one from the top ten document management software especially designed for you. 

1. Ascensio System OnlyOffice

Store your files in one place and access them anywhere, from you computer, smartphone, or tablet with Ascensio System OnlyOffice. It is an effective document management software for SMBs with cloud-based and on-premise plans. 

Key Features: 

• Document Editor
• Spreadsheet Editor
• Presentation Editor
• Form creator
• PDF reader & converter
• Security

Pros: 

• Budget-friendly plans
• Strong set of features
• Simultaneous document editing makes collaboration easier

Cons: 

• Compliance features need improvement
• Corporate directory integration for cloud version is not available

2. Microsoft SharePoint

If you’re looking for a tool that combines workflow, document management, and team collaboration, Microsoft SharePoint Online is a number one choice. Microsoft SharePoint is a leading document management and collaboration space because of its comprehensive platform for businesses. It allows you to create personalized metadata fields for files stored in the system, making it easy to customize the way you organize your documents. 

Key Features: 

• Business intelligence 
• Document library accessibility 
• Expanded file names 
• Folder sharing 
• Better integration with Office 365
• Large file support 
• Security 

Pros: 

• Robust ecosystem of third-party integrations.
• Much easier to use than before.
• Available separately or packaged with Microsoft Office 365.
• Highly configurable workflows.

Cons: 

• Experts are needed for installation.
• Expensive 

3. M-Files

M-Files is a comprehensive document management system with an intuitive and easy-to-learn interface. It can serve a variety of industries, including accounting, consulting, engineering, energy, financial services, manufacturing, real estate, and professional services.

Key Features: 

• API
• Access Controls/Permissions
• Archiving & Retention
• Audit Trail
• CRM
• Collaboration Tools
• Compliance Tracking
• Content Management

Pros:

• Easy to use
• Document management
• Version control

Cons:

• Inadequate customer support 
• Set-up not user-friendly
• Incomplete admin tools

4. DocuWare Cloud

DocuWare Cloud is a superior cloud-based document management software for teams and businesses of any size. However, it is lacking some of the features found on competing systems. 

Key Features: 

• Capture and organize information
• Process documents 
• Manage workflows 
• Access and view content for decision-making

Pros:

• Exceptional form capabilities
• Strong document import and data field capabilities

Cons:

• Limited integrations
• Some features require a separate download
• Sharing functionality needs improvment

5. Hightail Business 

Hightail Business is a document management system that helps creative businesses. That is why it focuses on large files like photos and videos. It has a wide range of  features for efficient workflows on small and mid-size businesses. 

Key Features: 

• File Sharing
• Creative Collaboration
• Project Management
• Apps and Integrations

Pros: 

• Targets creative professionals.
• Includes comment and approval tools that initiate a feedback loop with customers.
• Enables easy receipt of files from clients through uplink feature.

Cons: 

• Limited support for standard office document types

6. Rubex by eFileCabinet

Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office.

Pros:

• One-stop solution for securely storing, managing, and sharing business documents and files
• Solid optical character recognition (OCR)
• Search functionality
• Powerful audit trail features

Cons: 

• Unable to edit documents online
• Poor mobile application integration

7. Ademero Content Central

Ademero Content Central has outstanding document scanning capabilities. It specifically features zonal recognition which make gathering metadata faster. However, the solution seems  deficient in cloud storage integration and sharing areas.

Key Features: 

• Integration
• Access anywhere
• Security 
• Document sharing and collaboration

Pros:

• Intuitive administration tools.
• Easy integration with Workaday and Quickbooks.
• Smooth workflow implementations.
• Zonal recognition that improves overall image capture in forms.
• Highly configurable.

Cons: 

• Sharing and storage options are limited.
• Pricing for on-premises variant is expensive.
• Pricing options fall behind Editors’ Choice product in value.

8. Adobe Document Cloud Standard

Adobe Document Cloud Standard seems behind its competitors in some functionality. However, it is excellent when it comes to working with forms and legal documents. Your primary focus need to be PDF files to avail Adobe Document Cloud Standard plan.

Key Features:

• Acrobat Standard DC desktop software
• New Acrobat mobile app (iOS, Android)
• Free Document Cloud services

Pros:

• Solid PDF file management, form entry and document export
• Mobile support is an added bonus.

Cons:

• Weaker sharing and collaboration features
• Limited support for other file types besides PDF.

9. Fluix

Fluix features impressive document workflows and integration with popular cloud storage providers most SMBs already use. But the tool’s lack of support for sharing, document storage, or enterprise-level features.

Key Features:

• Form Filling
• Form Builder
• E-signature
• TaskStream
• Data Reporting
• Integrations

Pros:

• User-friendly and easy to set up.
• Designed for Apple iPad
• Strong cloud storage and integration features.

Cons:

• Lacks support for collaboration basics such as document creation and sharing
• Focus on iPad for client devices
• No Android support

10. PaperTracer

PaperTracer is a cloud-based contract management solution offered by Health Asset Management, Inc. (HAMi). The software helps businesses to streamline their contract management process and automate workflows.

Key Features: 

• Audit management
• CRM
• Completion tracking 
• Compliance management
• Contrack drafting
• Data extraction, import/export
• Document storage
• Digital signature

Pros:

• Great granular control.
• Superb data handling.
• Abundant workflow templates.
• Many customization features.

Cons:

• Limited to PCs with Microsoft’s IE 11 browsers running the Silverlight 5 plug-in.
• Minimal collaboration and sharing features.
• Storage requirements can quickly drive up costs.

Conclusion

Scattered and disorganized documents in a workplace can ruin productivity. That is why you need a trusted document management software. It plays a huge role in making the tasks related to documentation a lot easier, faster, and more efficient.