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Businesses deal with documents all the time. As the business grows, the number of documents grows exponentially. In order to organize information, businesses need to adopt document management.

Document management is one of the essential tasks in any organization. It helps to store and manage all types of documents, contracts, and other legal papers effectively.

It can be used by one person or multiple people in an organization. In addition, it can store different documents like word processing files, spreadsheets, PDFs, and other file formats.

There are various free and paid document management software available online and in the market, making it easy to organize documents and share them with anyone who needs them at any time from anywhere.

Let's take a look at the top 15 DMS software available in the market.

15 Best Document Management Software in 2022

1. Nanonets
2. Google Docs
3. Microsoft SharePoint
4. Alfresco One
5. Viewpoint Team
6. Huddle
7. Box for Business
8. eFileCabinet
9. Dropbox for Business
10. Dokmee
11. IBM FileNet
12. Oracle WebCenter Content
13. DocPath
14. Nintex
15. ABBYY FineReader 12


What is document management software?

Document management software organizes business documents by capturing, scanning, digitizing, labeling, and storing them for future requirements.

Document management systems enable businesses to be organized, and ready for audit and improve the searchability of documents. Document management platform like Nanonets, can digitize all your important documents and creates a searchable digital archive so you don’t have to store your paper documents.


Benefits of using document management software

Businesses waste an average of $20,000 on document issues.

Document management systems are important for businesses for many reasons listed below:

Improve Employee Productivity

83% of employees must recreate existing documents since they can’t find them in their company network.

Employees spend a lot of time digitizing, searching, and recreating documents. Using a document management system reduces employee effort by organizing documents in a single easy-to-search database.

Improve Document Searchability

Workers spend 18 minutes searching for a document.

Document management systems improve document searchability by tagging and classifying every document so you don’t have to. Employees can find the required documents via easily categorized folders and reduce time wasted in searching.

Enhance Security

With role-based access management, you can restrict access to company documents. Document management software also improves security as they store your data in a GDPR-compliant & SOC2-compliant environment. With clear data logs, your team can always be ready for audit.  

Now that we know that document management systems are vital for efficient document management, let's take a look at the best document management software out there in the market, one by one.  


15 Best Document Management Software in 2022

Nanonets [Start Your Free Trial]

Nanonets is the best document management software for companies choosing to store different types of documents.

500+ enterprises trust Nanonets to handle end-to-end document management. Nanonets can be used to extract data, parse documents, verify documents, create approval workflows and store the documents in the library of your choice.

Nanonets simplifies document management with no-code custom document workflows, 5000+ integrations & advanced OCR software.

Nanonets - The Best Document Management Software in 2022

Capterra Rating: 4.9

G2 Rating: 4.9

Pros of Nanonets

  • Easily capture documents from data sources like Gmail, drive, outlook, and more.
  • Automated Workflows to capture, digitize, verify and store documents
  • Approval Workflows to manually approve all the flagged documents
  • Easy Integration with 800+ apps via API and Zapier
  • Pre-trained OCR API models to extract information from documents
  • Extract data from records with >95% accuracy
  • Easy-to-use Interface - learn how to use it in 30 minutes or less
  • Templates and easy customization options
  • Role-based access control
  • Transparent pricing
  • 24x7 support

Cons of Nanonets

  • No document generation options
  • Can't be used for e-sign
  • No mobile app

Here's how Nanonets customers describe their experiences using the platform.

Nanonets customer feedback
Nanonets customer feedback


Over 1000+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.


Google Docs

Google Docs is one of the free document management software available today. You can access it from anywhere, which makes it an ideal choice for freelancers and small businesses that need to work remotely with clients located in other parts of the country or world.

Google Docs also lets you create, edit, annotate and save documents in cloud storage. Google Docs gives you access to your backups so that no matter what happens on your computer or phone while working on files in Google Docs, they won't be lost forever.

As a bonus, Google Docs OCR can be used as an option to convert images to editable text too.

Capterra Rating: 4.7

G2 Rating: 4.5

Pros of Google Docs

  • Free
  • Works along with the rest of the Google Apps
  • Lightweight
  • AutoSync and AutoSave on GoogleDrive

Cons of Google Docs

  • Files can get corrupted
  • Although it is possible to use tracked changes, the file can only be accessed by one person at a time
  • No Document Tracking
  • Very Few Security Options
  • No Code Blocks


Automate document processes in 15 minutes with Nanonets workflows. 5000+ integrations, no-code setup, and custom drag-and-drop options.

Try Nanonets now for free or consult our expert team.


Microsoft SharePoint

SharePoint helps organizations share documents, connect people, and streamline document processes. SharePoint is similar to Google Drive where employees can collaborate and maintain an internal list of documents for easy access.

You can combine Microsoft Sharepoint with Microsoft Power Automate and use automated document workflows too.

Capterra Rating: 4.3

G2 Rating: 4.0

Pros of Microsoft SharePoint

  • Sharing of files or folders via email
  • Creating private folders
  • Real-time collaboration
  • Having the ability to share at different levels with different teams of the organization
  • Provides the ability for external sharing securely

Cons of Microsoft SharePoint

  • Lagging issues at times.
  • Not enough flexibility.
  • Could use more ease with integration.
  • Permission control at the file/folder level
  • Integration with the more cloud-based software vendor
  • Customization options are limited.
  • Inconsistent
  • Advanced features seem to be lacking


Automate document upload, approval, storing, tagging, classification & more with no-code workflows!

Start your free trial. No Credit card is required.


Alfresco One

Alfresco One document management software was designed for enterprise content management. Alfresco One is a hybrid solution, which means it can be used either as a cloud-based service or installed on-premise.

Alfresco One users have access to features like version control, workflow automation, metadata tagging, taxonomy creation/management, and additional plugins such as Document Capture & OCR and Web Content Management (WCM).

Capterra Rating: 3.0

Pros of Alfresco One

  • Creates tasks based on the roles configured in the workflow
  • Depending on how the timeframe is configured, tasks can be automatically escalated and closed.
  • Workflows can be used to call external APIs
  • Extended Enterprise Collaboration
  • Efficient Process Management

Cons of Alfresco One

  • REST requests could be configured better, for as by scheduling the API call.
  • There is no ability to call legacy SOAP Apis.
  • The documentation has to be much improved, especially for the implementation of activity microservices.

Viewpoint Team

Viewpoint Team is a powerful document management system, for construction professionals. It is the only solution that provides the tools you need for case management from start to finish, including collaborative workflows with clients, secure review and approval processes for documents, and access rights control.

Viewpoint Team includes these features: Built-in collaboration tools so your team can work together on cases from anywhere at any time; interactive workflow management capabilities so you can easily track tasks and communications between team members; secure document review and approval process so clients can provide feedback without compromising their data security.

Capterra Rating:4.0

G2 Rating: 4.4

Pros of Viewpoint Team

  • Users can design unique reports.
  • Geared towards construction use cases
  • Drawings can be marked up using tags.

Cons of Viewpoint Team

  • The software database is not password-protected.
  • For certain users, the main menu panel appears crowded.
  • For bulk emails, users are unable to choose more than one contact.
  • There is no alert feature for fresh document uploads.
  • More to work on Reduction of Manual Data Entry.
  • A more detailed layout is required to manage field and office employees.
  • Collection of employee and resource data to improve margin.


Over 30,000+ professionals trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.


Huddle

Huddle document management software can be used by individuals, organizations, and businesses of all sizes. The platform is easy to use and offers a variety of features, such as automated alerts, team collaboration tools, and document sharing capabilities.

Huddle also offers paid plans that provide additional storage space, add-ons like mobile apps, video conferencing capabilities, etc.

Capterra Rating: 4.4

G2 Rating: 4.2

Pros of Huddle

  • Easy to use
  • Tracks user activity
  • Document Versioning
  • Sharing documents is quite easy.

Cons of Huddle

  • More pricing options would have been excellent.
  • No Document Templates
  • can't use it to share files with external teams
  • need to pay for additional storage
  • limited storage
  • Only one user can edit a document at a time
  • Sync issues

Box for Business

Box for Business is a file sharing and collaboration platform that helps you manage your documents, images, videos, and other content.

This document management software offers file storage of up to 2 TB per user (with an additional 500 GB available at an extra cost) and integrated web conferencing tools; it also allows users to share files internally with employees or externally with clients and partners via links.

Capterra Rating: 4.3

G2 Rating: 4.2

Pros of Box for Business

  • Simple and easy interface
  • Good permission control
  • Solid security measures
  • Workflow automation
  • Content collaboration

Cons of Box for Business

  • Slow desktop sync version and MS word sync functions
  • Offline capability is almost non-existent
  • It will be helpful to get a real-time collaboration within files
  • Link sharing
  • Outside organization access
  • Integration with Slack would be great
  • Speed of access


Over 500+ enterprises trust Nanonets to automate more than 30M+ documents yearly.

Try Nanonets now for free. No Credit card is required.


eFileCabinet

eFileCabinet is an enterprise-grade, cloud-based document management software for small and medium businesses.

eFileCabinet allows you to manage all your paper documents, emails, invoices, contracts, and other important information in one place.

Capterra Rating: 4.4

G2 Rating: 4.3

Pros of eFileCabinet

  • Unlimited Users
  • Easy Access
  • Secure storage
  • Automated Workflows
  • Sharing docs
  • E signature

Cons of eFileCabinet

  • Glitchy
  • It takes a while to load
  • High pricing
  • Storage Limits
  • File Type Support
  • Security

Dropbox for Business

Dropbox for Business is a cloud-based document management software that allows users and groups to share files and folders and view changes. Dropbox for Business also offers private links to files, folders, and access controls that allow you to set up permissions levels.

You can create a link that allows others to download or edit the document while you always retain complete control of it. You can also create links that expire after a certain period, so you don't have to worry about someone leaking sensitive information.

Capterra Rating: 4.5

G2 Rating: 4.3

Pros of Dropbox for Business

  • Easy document storage and organization
  • Simple User Interface
  • Remotely Accessed Cloud

Cons of Dropbox for Business

  • Difficult to manage multiple admins
  • No remote sync
  • Security isn't robust
  • Expensive

Dokmee Enterprise Document Management System

Dokmee is a document management software that allows you to store, organize, and share your documents, emails, and other important files.

Dokmee is a cloud-based solution that is easy to use and requires no IT expertise to set up. Dokmee provides many features, including version control and security options such as password protection or SSL encryption of your data in transit or at rest.

Pros of Dokmee Document Management System

  • Easy to use
  • Easy to setup

Cons of Dokmee Document Management System

  • Slow
  • Complicated operations
  • The navigation is a little tricky.
  • Trial version with restrictions
  • Workflow for signing documents could be streamlined
  • Weak features

Capterra Rating: 4.7

G2 Rating: 4.5


Over 500+ enterprises trust Nanonets to automate more than 30M+ documents yearly. Try Nanonets now for free. No Credit card is required.


IBM FileNet P8 Platform

IBM FileNet P8 Platform is a comprehensive enterprise content management solution that enables organizations to manage, find, use, and protect their content.

The DMS platform is built on an open architecture that offers interoperability with other platforms and applications.

Capterra Rating: 4.0

G2 Rating: 4.0

Pros of IBM FileNet P8 Platform

  • Easy management of content
  • Single source of data management
  • Encrypts documents easily

Cons of IBM FileNet P8 Platform

  • Costly
  • UI is difficult to get used to
  • Collaboration can be tricky
  • Cloud deployment is not available yet

Oracle WebCenter Content

Oracle WebCenter Content is a content management application for creating and managing websites and web content, including blogs, wikis, podcasts, RSS feeds, forms, portals, and more. This document management software is ideal for organizations that want to publish dynamic content, including text articles or images on their website.

Pros of Oracle WebCenter Content

  • Support for uploading and categorizing documents in the repository
  • Versioning of documents to allow rollback on earlier versions of a document if necessary
  • Allows you to find documents by title, author name, or keyword(s).
  • OCR works very well when scanning invoices.
  • Integration with other Oracle products works well.

Cons of Oracle WebCenter Content

  • Separating an invoice with multiple lines for different departments is not an easy task.
  • User experience is not good
  • Fewer features
  • Ineffective formatting

Capterra Rating: 4.5

G2 Rating: 3.8


DocPath XperDOC Pro Suite

DocPath XperDOC Pro Suite is a cloud-based document management software that helps you to organize, store and share documents.

The DMS software allows users to create folders, upload files and assign tags based on their needs. Once the documents are stored in DocPath XperDOC Pro Suite, they can be shared with other users through email or by creating links that can be embedded anywhere on the internet using simple HTML code.

Pros of DocPath XperDOC Pro Suite

  • User-friendly controls
  • Over a hundred languages
  • Simple page-to-page navigation
  • Easy file saving

Cons of DocPath XperDOC Pro Suite

  • An outdated user interface
  • It's too difficult to create an accessible file
  • It can be challenging to get used to the layout and tools
  • Be patient when loading files
  • Does not offer Premium Consulting or Integration Services.

Not sure how to start your document management journey?

Try Nanonets for free. No Credit card is required.


Nintex Forms 2010 SP1

Nintex Forms is a workflow and automation tool that enables users to create and manage business processes, forms, and documents and track their progress and completion.

You can use Nintex Forms to create business process workflows out of existing Word documents, or you can build your native HTML forms using any web-based editor like Dreamweaver or Expression Web. You can even use the Microsoft Access database connector in Microsoft Office 2010 to link your existing data sources into your new forms without needing to rekey information or manage changes manually.

Capterra Rating: 4.1

G2 Rating: 4.2

Pros of Nintex Forms 2010 SP1

  • Mass updating of account records.
  • Works well-scraping data from websites.
  • Can update any electronic document or application.
  • Enables the creation of fast fixes without the need for IT.
  • Strong capabilities should be provided for the automation of manual chores.

Cons of Nintex Forms 2010 SP1

  • It could be a bit more user-friendly.
  • The program is not freezing up because of website performance.
  • Easier error checking.
  • It could use a drag-and-drop workflow interface
  • Better handling of emulator response times and states required
  • It's too difficult to create an accessible file
  • It can be challenging to get used to the layout and tools


ABBYY FineReader 12 Corporate

FineReader 12 Corporate is a document-to-PDF conversion software. It allows users to export documents from PDF to Word, Excel, and HTML. This document management software also converts PDF files into editable formats such as Microsoft Office or OpenOffice documents. You will also find the ability to create PDFs from scanned documents, images, and faxes. You can even merge multiple PDFs with this feature.

The result of these features is a powerful tool that allows users to take their data wherever they need it by converting it into a universal format that can be viewed on any device regardless of whether it's a Mac or PC or even mobile phone devices like an Android or iPhone.

Capterra Rating: 4.7

G2 Rating: 4.3

Pros of ABBYY FineReader 12 Corporate

  • Examine and read complex texts.
  • Recognize charts and tables automatically
  • Transform any document into a range of widely used formats.
  • Editing text from scans
  • Top-notch editing and document comparison software

Cons of ABBYY FineReader 12 Corporate

  • Defining lines in tables can be challenging
  • Increase the resolution of scanned documents to handle tiny fonts
  • MS Word and MS Excel conversion is challenging
  • Expensive
  • It might be challenging to employ collaboration tools like comment management
  • Monitoring changes between versions would be beneficial
  • The panels need to be redesigned
  • Issues with electronic signatures    

Which is the best document management system for your business in 2022?

In order to ease your process of selecting the best document management software for your business and requirements, we have mapped the major features of the 10 best document management software mentioned in the article above. Take a look at the snapshot, try the free trial, map out your requirements and select the best tool.  

According to the snapshot, Nanonets is the best document management software followed by Google Docs (which lacks automation) and Dockmee.

Comparision of top 10 best document management software in 2022
Comparision of 10 best document management software in 2022

Nanonets as your Document Management System

Nanonets is an easy-to-use software that does not require intense training or setup to start using. Here, we list down the reasons why you should consider Nanonets as your document management software.

  • Intelligent Data Capture: Businesses have lots of documents like forms, invoices, receipts, orders, etc. Nanonets help businesses digitize and extract relevant information from these documents using intelligent OCR API.
  • Automated Workflows: Accelerate the pace of business processes by automating all manual, steps like document collection, document verification, 3-way matching, approvals and more.
  • Real-time Dashboards: Use expense dashboards to monitor all your spending and tagged expenses and understand real-time trends. Monitor relevant KPIs like %STP invoices, %paid invoices, etc with data from Nanonets.
  • Cloud & On-Premise hosting options: Choose the hosting option that suits your requirements.
  • Integrations: Easy integration is a must. You can’t change your tech stack to accommodate one software. Nanonets integrates with all your software with easy Zapier and API integrations. Nanonets integrate with Xero, Quickbooks, SAP, etc.
  • Templates & Custom Models: With Nanonets you can either use pre-defined workflows like invoices, bills of lading, purchase orders, or accounts payable or you can create your own custom AI mode.
  • Transparent Pricing: Nanonets has a clear pricing policy of $499/month and $0.1/document scan. No hidden charges for any kind of customer.

Want to learn more about Nanonets?


Why do you need document management software?

Improves document handling

Digitizing your documents is not enough if you want to streamline your document management. Without document management software, you will still be stuck with manually organizing, tracking, and retrieving files in your database. This can still take up precious time that you could have used to accommodate other important responsibilities. Not to mention, it still doesn’t eliminate potential human errors when it comes to handling documents.

Document management software is more than just a glorified database for your documents. Its numerous tools and features make it easier to handle and manage all your files and records in just a few clicks. You can also use it to track and retrieve files by a word or phrase in the document. And by integrating it with other applications, you can easily import and export extracted data from the document and thereby avoiding manual data entry in the process.

It's important to note that DMS is different from a content management system. A content management system or CMS is used to generate and publish your content online. It does not necessarily manage your files and documents. So having both a DMS and CMS could come in handy for your business. Some examples of CMS software can integrate seamlessly with DMS so make sure to check them out.

Boosts accessibility

With the rise of remote work and hybrid workplaces, your employees should be able to access all the files they need anytime and anywhere. While digitizing your documents makes it easier to share and send files from one device to another, you still need document management software to streamline document search and retrieval. It automates file search, tracking, and retrieval using keywords and other characteristics. In just a few clicks, you can pull up any document you want without needing to go to the office.

Document management software centralizes all your documents in a single platform which you can access using any device such as a computer, smartphone, or tablet. Moreover, it allows you to shift from one device to another without losing important changes in a document or the database itself. This makes it even more convenient to search for and retrieve PDF files and other types of documents when you are on the go. Depending on the solution implemented, these files can be accessed online or offline.

Promotes collaboration

By making documents more accessible, document management systems can also enhance collaboration within your organization and with your clients. Since DMS centralizes all your files in one platform, teams from other departments can work together to modify certain documents, compile records, and organize databases. It also ensures that your company has a single source of truth. This means that everyone is working on the same set of information and data regardless of when and where they got it.

Some document management system features also include automating approval workflows for faster document turnaround time. This means you don’t have to worry about sending the document to the necessary stakeholders to get their signatures or approval. The document itself will automatically forward the document as it goes through the process. It can even notify the recipient about the document’s impending approval to avoid delays.

Enhances data security

Investing in a document management system is also one way of protecting your business data. Different types of document management systems offer robust security features to prevent unauthorized access to your documents. This includes features such as permission controls, data encryption, tracking and monitoring tools, and more.

The importance of document management in data security should not be overlooked. Failing to properly handle your files can lead to data loss and breach. And in turn, this can affect the overall security of your business, your clients, and your partners.

Some DMS also has an automatic document backup and recovery feature which ensures that you never lose valuable data in your company. This allows you to retrieve corrupted, deleted, or lost files in just a few clicks.

Cut down costs

At first glance, a physical filing system seems cheaper than investing in a document management system. But the costs resulting from potential mismanagement, document damage, or loss would be far greater overall. Not to mention, this would force you to spend precious time recreating or retrieving that lost or damaged file. As such, DMS is considered a great investment for your business since it optimizes your process with minimal costs.

DMS can also help you cut down on office supplies expenses such as paper, ink, and postage. Likewise, you don’t have to worry about storage space since all your files can be stored electronically. Hence, you won’t be needing those expensive steel filing cabinets or an offsite warehouse or vault for your documents.

Choosing the right software

With digital transformation on the rise, it’s high time that you invest in a document management system for your business. DMS does more than just digitize your files. It also provides you with tools and functions to streamline document management within your organization. Its numerous benefits make it an essential tool for your company if you want to remain relevant and competitive in the market.

Nonetheless, choosing the best document management software for your business requires an in-depth understanding of what your company needs and what type of DMS is suitable for it. So make sure to explore your options and try them out for yourself.

FAQs

What is document management software?

Document management software or DMS is a type of software that stores, manages, and retrieves all documentation that your business uses every day. It handles all your electronic files and even paper-based documents throughout their lifecycle, beginning from their creation until their implementation. Most importantly, it automates the process so that you can spend less time organizing and retrieving all your files and have more time working on other important tasks.

How the document management system works depends on the software you invest in. But generally, it helps your business by digitizing all your files and storing them in a single database for easy retrieval and access. Some have scanned and image-capture features to turn paper-based documents into digital files. Others even leverage AI and machine learning technology to capture data from documents instantly. You can also use document management software to verify the authenticity of documents, create approval workflows within your organization, and automate data back-ups and recovery.

There are many more features that document management software has to offer. And it’s because of its benefits that the global demand for document management software reached $5.55 billion in 2022 and is anticipated to reach $16.42 billion by 2029.

Q. What features does document management software have?

Ans. The following are some features of document management software:

  • DOCUMENT CAPTURE: To digitalize printed documents, using image capture technology. Advanced platforms feature optical character reader (OCR) and search capability.
  • STORAGE OF DOCUMENTS: Access, share, and modify documents from a single platform.
  • FULL-TEXT SEARCH: Use the search box to look for pertinent files and documents.
  • MANAGE DOCUMENT ACCESS PERMISSIONS: Manage who has access to read and/or edit documents for an individual or a group of individuals.
  • COLLABORATION TOOLS: Distribute papers to a group or a single person for editing and commenting.
  • DOCUMENT ARCHIVE: Establish a central location for the storage of private and archived information for future use.

Q. What advantages can document management software offer?

Ans. Using document management software has a number of benefits, including:

  • Access files at any time and from anywhere
  • Cooperate via exchanging files
  • Protect the company's most important papers from unauthorized access, cybercrime, ransomware, and calamities
  • The lower price of storing tangible documents

Q. What is document management software best for?

Ans. Businesses use document management software to digitize the documentation process and get rid of manual paperwork. This is made possible by document management technologies that protect papers from unwanted access, enable file sharing among users, and enable users to access documents from any location.


Nanonets DMS platform can help you organize documents at scale and on autopilot in just 15 minutes. Eliminate manual data entry by 90%! Start your free trial today.


14 September 2022: The blog has been updated on 14 September 2022 with relevant fresh content.


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