The 8 Best Document Management Software Solutions in 2023 – projectcubicle

The 8 Best Document Management Software Solutions in 2023

Running a business means dealing with a constant flux of paperwork. With technological advancements, almost every business, regardless of size, relies on document management software solutions. This guarantees easy access to all documents and minimizes the risk of misplacement. Here is the best document management software.

[vc_message message_box_color=”alert-warning” icon_type=”fontawesome” icon_fontawesome=”fas fa-paste” css=”.vc_custom_1704390974010{background-color: #fffddb !important;}”]

Key Takeaways

  • Docuware is a top choice with comprehensive features like mobile access, e-signatures, and integration with other applications.
  • Factorial Document Management Software simplifies document organization, centralization, collaboration, and compliance for over 8,000 companies.
  • PDF Scan for iPhone enables easy digitization of physical documents and offers PDF to Word conversion.
  • Hightail caters to creative businesses, providing a superior alternative for storing and sharing images and videos.
  • Templafy focuses on large corporations, offering document management tools along with email signature management and quality control.
  • Microsoft SharePoint Online offers advanced document management features, collaboration capabilities, and robust security measures.
  • Jotform allows users to generate leads, accept payments, conduct surveys, and integrate with popular platforms through plugins.
  • eFileCabinet automates document organization, provides easy search and retrieval, and offers a user-friendly interface, making it ideal for small businesses.


#1 Docuware

Docuware stands as one of the longest-standing contenders on this list. With their extensive experience, you can trust that their services excel. If you need comprehensive document management software, this option ranks among the finest choices available. And it’s not without reason, considering the competitive landscape. DocuWare supports mobile access, e-signatures, and integrates with other business applications.

Among the notable features offered, you’ll find invoice processing, tools for managing employees, customizable permissions for secure document access, and automated digital workflows. Given the breadth of features available, there is something for every user, but not all customers require every single feature.

#2 Factorial Document Management Software

Factorial Document Software provides a comprehensive and secure solution for efficient management of company and employee documents. Trusted by more than 8,000 companies in over 65 countries, this platform simplifies document organization and centralization, making collaboration and compliance effortless.

  • Organize Employee Documents. HR teams effortlessly access pay slips, contracts, leaves, IDs, and other essential employee documents, thanks to meticulous organization.
  • Custom Document Folders. The repository features a structured and user-friendly interface, with custom folders for different document types. Employees receive notifications when new documents are available.
  • Effortless Bulk Uploads. Uploading documents in bulk is simple, saving time and effort for users handling large volumes of data.
  • Centralize Company Documents. Business-related documents can be easily located in a centralized repository, allowing for convenient sharing with employees.
  • Digital Signatures. Securely sign legal documents electronically while adhering to legal standards, using secure digital signatures.
  • Document workflows. Streamline internal processes by creating document approval workflows.

#3 PDF Scan for iPhone

While you are looking for a way to keep files in order, you can get confused between digital and physical versions of documents. This scanning tool will help you digitize anything. With PDF Scan for iPhone, you can convert physical documents to digital and ensure good image quality. This PDF scanner can also convert PDF to Word. It has never been so easy to scan docs.

#4 Hightail

Hightail focuses on providing a superior alternative for creative businesses, such as graphic designers, to store and share images and videos as document management software. While it may seem unconventional, different businesses have diverse requirements.

Furthermore, creative businesses heavily rely on image and video files daily. Therefore, if your work primarily involves regular documents, it may be advisable to explore other options. Nonetheless, for businesses that benefit from the service, it is fantastic. It enables seamless collaboration by allowing team members to swiftly exchange images and videos, streamlining the creative process.

 #5 Templafy

document management software solutions

Templafy, the latest addition to document management software, has quickly gained a massive global customer base due to its exceptional design choices. However, it primarily caters to large corporations and might be overwhelming for small businesses.

In addition to the essential document management tools, Templafy offers features like email signature management, font control across all content, and robust quality control tools.

[vc_message message_box_color=”danger” icon_type=”fontawesome” icon_fontawesome=”fas fa-exclamation-triangle” css=”.vc_custom_1704390829203{background-color: #fce8e6 !important;}” el_id=”Element1A”]

What Is Important When Using Document Management Software Effectively?

When using document management software effectively, the following aspects are important:

  1. Organization: Properly categorize and label documents for easy retrieval.
  2. Security: Implement robust security measures to protect sensitive information.
  3. Collaboration: Enable seamless collaboration and version control among team members.
  4. Accessibility: Ensure that the software allows easy access to documents from various devices and locations.
  5. Integration: Integrate with other business applications to streamline workflows.
  6. User-Friendly Interface: Prioritize a user-friendly interface for easy adoption and efficient usage by employees.
  7. Scalability: Choose software that can accommodate the growing needs of your business.


 #6 Microsoft SharePoint Online as Document Management Software

Most companies utilize Microsoft Office in some form or another. It is no surprise that Microsoft SharePoint Online offers top-notch document management software. But, it does much more than just document management.

Microsoft SharePoint Online goes beyond the basic features like file uploads, downloads, editing, and sharing. It incorporates advanced functionalities such as tracking edits, enabling multiple users to collaborate on the same document, data loss prevention, and much more.

Its greatest advantage over other platforms is its unparalleled security. Microsoft has developed the most robust and powerful security measures for document management software, positioning it as the leader in this category.

 #7 Jotform

Jotform empowers users to generate leads, accept payments, conduct surveys, manage job applications, and register event attendees. The form builder allows the addition of emojis, icons, animations, and video backgrounds to create captivating one-page surveys. Jotform seamlessly integrates with popular platforms including PayPal, Google Drive, Dropbox, MailChimp, and SalesForce through plugins.

 #8 eFileCabinet

eFileCabinet, an exceptional document management software, deserves special mention on our list. This online-based solution eliminates the tedious task of manual filing by automatically organizing your documents. Surprisingly, it even goes a step further and stores all your files, effortlessly.

Now, you might be skeptical about finding documents easily. Rest assured, eFileCabinet allows you to effortlessly search for individual documents and folders and keeps track of frequently accessed files for quick retrieval. All you need to do is upload files and rename them accordingly.

What sets eFileCabinet apart from the competition is its user-friendly interface. It’s designed to be intuitive and suitable for individuals across all levels of expertise. For most small businesses, this crucial aspect makes it the ultimate choice in document management software.

Which is the best document management system?

Determining the best document management system depends on specific business needs and preferences. However, some popular options include DocuWare, SharePoint Online, and eFileCabinet. These systems offer comprehensive features, robust security, ease of use, and scalability, making them highly regarded choices in the document management software space.

Is Office 365 a document management system?

While Office 365 offers some document management features, it is not primarily considered a dedicated document management system. Office 365 provides tools like SharePoint Online and OneDrive for Business, which can be utilized for document management purposes, but it may lack some advanced functionalities found in specialized document management systems.

Is Google Drive a document management system?

Google Drive is not strictly a document management system, but it does offer basic document management capabilities. It allows users to store, organize, and share documents, collaborate in real-time, and access files from various devices. However, it may not have the advanced features and customization options of dedicated document management systems.


Document management without the right software is an inefficient and misguided strategy. Now that digitizing any document is a piece of cake, it makes sense to use the best document management software. The faster you integrate them into your business processes, the more efficient the work of all office staff will become.

Document Management Software (DMS) solutions are designed to streamline the creation, storage, retrieval, and management of documents within an organization. These platforms offer a range of features to enhance collaboration, improve workflow efficiency, and ensure document security.

Related posts

Leave a Comment