The Best Document Management Systems for Your Small Business

Taking content and document management from the physical world to the digital is a necessity. This may sound like an enormous undertaking, but document management systems make this transfer much more efficient. Choose the right solution, and your organization can make the digital leap quickly and easily.

Top Rated

DocSend

DocSend has a user-friendly interface that makes digital file transfers and management less hectic.

Best for SMBs

eFileCabinet

For online business document storage and organization, eFileCabinet provides a promising product.

Easiest to Use

M-Files

With a number of features, the ability to scale, and a user-friendly interface, M-Files is a smart choice for document management.

Best Features

Ademero Content Central

Ademero Content Central offers digital document organization for businesses, but costs and support issues might hold it back some.

Best Value

Box

Box (for business) succeeds in delivering a file management program that is easy to use.

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Cluttered file cabinets are so yesterday. To keep your organization secure and operating efficiently, you must migrate data and digitalize your documents. The right document management system makes all the difference for easy and intuitive document storing, sharing, and editing.

But like a Cinderella slipper, there is no one-size-fits-all system. You can choose from many excellent document management solutions, each fulfilling different specialties. What will work best for you depends on your business needs, budget, and the features you want. Keep those in mind as your browse our top picks below!

Our top picks for the best Document Management:

Top Rated

1. DocSend

   
Easiest to Use

2. M-Files

   

3. Bloomerang

   
Best Value

4. Box

   
Best for SMBs

5. eFileCabinet

   
Best Features

6. Ademero Content Central

   
Best for Enterprises

7. Microsoft SharePoint

   

What The Blueprint looks for in a great document management software

Each software option must meet a few basic criteria to be considered a top choice.

1. Security

Sensitive information and confidential documents are par for the course with data storage, so every option must be secure. Each software option should be encrypted and have other security options such as assigned permissions, password-protected links, two-factor authentication, etc.

2. Multiple authors

Collaboration is one of main reasons for using document management software. Since files are shared among teams and companies, they must have editing abilities to match.

3. Software integration

A document management system is unsuitable if it can’t be integrated with your existing software. A good system fits into the day-to-day of your workforce and makes your life easier, not harder.


How your business can benefit from using document management software

Going digital comes with plenty of benefits that staying offline simply can’t provide.

1. Document history

History reporting shows you who accessed files, when they opened them, and what was changed. Looking at revision history protects original data while logs provide user accountability.

2. Streamlined security

With paper files, you risk something being misplaced, stolen, mishandled. Digital files have encrypted security and are much easier to access by those with the right credentials while being hidden from other users.

3. Efficiency

Whether it is a proposal, a contract, or a flyer, if multiple people need to touch a file at some point, it’s going to be faster via digital workflows than any other method. With all necessary authors having access in one place, tasks can be completed efficiently.


Document Management Software Frequently Asked Questions

Does it cost anything to implement?

As with many other systems, the answer depends on which software you choose. With free, open-source options, you can use systems as cheap as $5/month per user, up to systems that cost hundreds of dollars a month. It all depends on your needs.

Is it safe to manage files digitally?

As long as you follow document management best practices, It’s probably safer in a digital sphere than a physical one, thanks to SSL, encryption, and other security measures. And you can be more purposeful about who has access to content in a cloud-based system.

Is it hard to learn?

You’ll have a learning curve with any new system. Still, document management solutions fit into daily operational life with minimal disruption. Most integrate directly with existing software solutions, so you have little to learn.

The Motley Fool has a Disclosure Policy. The Author and/or The Motley Fool may have an interest in companies mentioned. Click here for more information.

Teresa Kersten, an employee of LinkedIn, a Microsoft subsidiary, is a member of The Motley Fool’s board of directors. The Motley Fool owns shares of and recommends Box and Microsoft. The Motley Fool has a disclosure policy.