Top Best 8 Document Management Tools for Windows – Streamline Your Workflow with These Productivity Boosters!

In today’s digital world, documents are the lifeblood of any business. From contracts to invoices, reports to proposals, and more, it’s all about managing and organizing documents for optimum efficiency. Document management tools are software designed to help enterprises of all shapes and sizes store, organize, manage and track their documents digitally. They provide a centralized location for storing all documents, enabling quick and easy access to critical files.

There are numerous compelling reasons to invest in a document management tool — cost reduction, increased productivity, ease of access, enhanced security, better collaboration, and compliance with regulations to name but a few. With so many options available, how do you begin to choose the right one for your needs? Keep reading to find out.

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What Document Management Tools Can Do?

At its core, a document management tool is a software solution to manage an organization’s documents. However, with numerous document management tools available in the market, each platform offers a diverse range of features and functions designed to enhance document management effectiveness. Here are some of the primary functions of document management tools:

1) Document storage and retrieval:

allows the creation of a centralized document repository where all documents can be stored and accessed in one place. This function helps companies eliminate the need to track down paper documents or retrieve files from disparate storage locations.

2) Document sharing and collaboration:

allows teams to collaborate on documents in real-time. With the ability to share, co-author, and review documents simultaneously, teams can avoid version control issues and save time.

3) Document security:

ensures the confidentiality and security of sensitive documents by providing access control. It determines who can access what documents and set restrictions on activities like printing, copying, or sharing.

4) Document version control:

helps organizations to avoid confusion and errors arising from different versions of the same document. Such tools enable tracking changes made to documents and managing document revisions effectively.

5) Workflow automation:

automates the process of document routing and approvals, reducing handling time and ensuring compliance with company policies.

What Factors Should Be Considered While Choosing a Document Management Tool?

Here are the most important factors to consider when choosing a document management tool:

1) Document volume:

The primary consideration while selecting a document management tool is the volume of documents to be handled. The software should be designed for scalability and capable of handling the volume of documents that an enterprise generates.

2) Ease of Use:

The software should be easy to use without cumbersome configurations or the need for extensive training or user manuals. Its user interface and features should be intuitive and optimized for maximum functionality.

3) Security:

Enterprises store confidential and sensitive data in their documents. The software should have security protocols in place to protect data throughout its lifecycle from unauthorized access, destruction, or modification.

4) Integration and compatibility:

The software should be easily integrated with existing enterprise management systems and work well with other hardware and software programs. Compatibility is crucial to ensure seamless integration of the system with other applications and document formats.

5) Price and Value for money:

This is one of the key considerations in software selection. Enterprises need to assess the cost of the software against the benefits it offers. The software should be affordable and provide value for money with an optimal set of features that meet the organizations’ requirements.

Top 8 Document Management Tools

Here are the top eight document management tools that can assist you with your document management needs.

1) Microsoft SharePoint

Microsoft SharePoint is an enterprise-grade document management system that provides an efficient way of managing large volumes of documents in one place. SharePoint allows users to customize the look and feel of their team site, share documents, and collaborate with others. Its powerful search feature helps you to find documents quickly, and it provides tight integration with Microsoft’s apps, including Office 365.

Pros:

• Powerful document collaboration and sharing functionality with Office 365 integration.
• Allows for customization and branding of team sites.
• Multiple tools are available to manage document versions and track changes, including metadata tagging.
• Comes with out-of-the-box templates to streamline the document creation process.

Cons:

• Requires expertise in SharePoint administration to set up and configure.
• Can be costly for small businesses or for a small number of users.
• Customizations can lead to compatibility issues.
• SharePoint’s UX can be quite complex.

2) M-Files

M-Files offers an innovative approach to document management and is ideal for small to mid-sized businesses. It provides a modern interface that can quickly search and access all your files. M-Files uses metadata and AI-powered search technology to scan your documents and extract relevant information, making it easy to tag and categorize your files.

Pros:

• Uses metadata and AI-powered intelligent search functionalities.
• User-friendly interface with powerful workflow automation features.
• Offers a customizable dashboard for easy access to tasks and frequently used files.

Cons:

• Small-sized businesses can find it expensive.
• Integration with third-party apps can be challenging.
• Requires expertise to set up and configure.
• The software may be laggy on older systems or on systems with low hardware specs.

3) Google Drive

Google Drive is an affordable cloud-based platform that provides a convenient way of storing documents and collaborating with others from anywhere globally. It comes with Google Docs, Sheets, and Slides that allow you to create and edit documents online.

Pros:

• Offers an affordable way to manage documents with G Suite apps integration.
• Easy and convenient for remote collaboration on documents.
• Comes with unlimited storage for a business plan.
• Easily accessible from different devices, including smartphones.

Cons:

• Less secure than some other document management tools.
• The system may experience lag with more complicated documents and a large number of users.
• The Google Docs editor may have compatibility issues exporting to other formats like the PDF format.
• The system may slow down as the number of documents stored increases.

4) eFileCabinet

eFileCabinet is a powerful document management system that is designed to be easy to use for small to medium-sized companies. It enables users to store, search, and retrieve documents electronically, reducing the need for paper-based document storage.

Pros:

• Easy and intuitive user interfaces with strong security features.
• Strong workflow automation features with a built-in eSignature function and Zonal Optical Character recognition (OCR).
• Comes with an efficient audit trail that tracks users’ changes and document versions.
• Secure cloud-based data storage that can be easily managed.

Cons:

• The software may lack some advanced functionalities that large corporations may require.
• Integration with certain third-party apps may not be seamless.
• The software can be cumbersome when dealing with complex workflows.
• The pricing model for the software may not be affordable for startups and small businesses.

5) Nextcloud

Nextcloud is an open-source document management system that provides businesses with an efficient and secure way to manage their documents. It offers functionalities such as document sharing, file versioning, and backup and restore, and the organization can host it internally to ensure maximum security.

Pros:

• Open source software that can be hosted locally.
• Comes with robust authentication and encryption features that enhance document security.
• Provides an extensive range of third-party plugins that can incorporate various additional features such as document editing and project management.
• Provides a range of storage options, including Amazon S3 and Microsoft Azure.

Cons:

• The need for technical knowledge to use the software can be overwhelming.
• Configuration and implementation of the software can be time-consuming.
• The user interface is not as straightforward as some other solutions.
• Microsoft Office integration is not as polished as some other document management systems.

6) Box

Box is a secure cloud-based document management platform that provides access to a centralized repository of documents. It integrates with many productivity tools such as G Suite and Microsoft Office, making it easy for users to manage documents within those tools.

Pros:

• Offers the ability to collaborate on documents with cloud-based storage for cross-functional teams.
• Provides an enterprise-level security and encryption features.
• Highly flexible with its integration to numerous software platforms.
• Integrates well with productivity apps to manage and edit documents from multiple devices.

Cons:

• The pricing model can be steep given the limited functionality.
• Box’s user interface is less sleek than some rival services.
• The software can be slow for large files or across slow internet connections.
• The software may also be difficult to use for some first-time users.

7) Zoho Docs

Zoho Docs is a cloud-based document management software designed for small to medium-sized businesses. It is an all-in-one tool that includes word processing, spreadsheets, presentations, and document management in one platform.

Pros:

• Cloud-based storage that allows for document access and collaboration from anywhere.
• Simplistic and user-friendly interface with strong organization functionalities.
• Comes with a built-in virtual drive that allows for seamless editing of documents directly from desktop applications.
• Easy and affordable setup.

Cons:

• The platform may lack the sophisticated features that an enterprise may require.
• The software may not be suitable for large corporations with a complex workflow.
• The storage cost for larger storage sizes can add up.
• Integration with third-party apps and software is not as wide as other enterprise-level document management platforms.

8) OpenKM

OpenKM is an open-source document management software ideal for small to mid-sized firms. It comes with several sophisticated document management functionalities, including electronic signature tracking, document workflows, and user permissions.

Pros:

• Open-source software that is affordable and easy to set up.
• Provides a feature-rich document management system that includes auditing, version control, and search capacity.
• Intuitive user interface with customizable document templates.
• Comes with a strong and active development team that keeps improving the software regularly.

Cons:

• The software may lack some advanced functionalities that larger companies may deem essential.
• Integration with third-party apps can sometimes be challenging.
• Technical competence is essential for implementation and maintenance.
• Limited support for integration with email clients.

Pros and Cons Comparison Table

Creating a comparison chart lets you easily see what each document management software has to offer and can help you make an informed decision. The table shows the following features of each software: FREE TRIAL, PRICE, EASE-OF-USE, VALUE FOR MONEY.

Our Thoughts on Document Management Tools

The document management tools listed above are some of the top picks in the market. However, each project is unique, and organizations must determine what functionalities their document management tool needs. A document management tool is an investment that can offer significant productivity gains, better workflow, and improved document security, so it should be chosen wisely.

Microsoft SharePoint and Box are great for large businesses that require additional collaboration tools to complement their office products. M-Files and Nextcloud are both excellent for small businesses that require efficient document management and workflow automation. Google Drive and Zoho Docs are perfect for small businesses or personal use, but they lack some of the functionalities that enterprise-level document management tools boast. OpenKM and eFileCabinet are solid options for small to mid-sized businesses that require a powerful document management system but lack the advanced functionalities that larger corporations require.

FAQs

Q1: Can document management tools be hosted in-house?

A: Yes. Most document management solutions offer a self-hosted option to improve security and control for organizations that prefer to deploy them in-house.

Q2: