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Tim Ferrill The Best Document Management Software for 2019 Document management (DM) software is not only for file management; it also streamlines content creation, and lets you organize your workflows and construct new business processes. Here we test the 10 best solutions in this category.

What Is Document Management Software? As your organization works toward going completely digital, you still need to manage, share, and archive your files in an organized way because repeatedly searching for files wastes a lot of time and makes collaboration difficult. In the journey toward going paperless, managing digital files can be complex. For small to midsize businesses (SMBs), a document management (DM) system can be the answer for a few reasons.

First, it can provide a place to store and organize your company's documents. It can also include things such as and data protection. Not only that, but you also can get workflow functionality, revision controls, and access permissions. In short, a DM system is designed to store, secure, and ultimately help you make sense of the documents your business uses.

In addition to new efficiency, DM systems can also act as tools, ones that combine new ways of communicating with equal attention paid to legitimate regulatory needs. For starters, traditional file storage makes security difficult to manage and maintain. While there are certainly capabilities available to set permissions on a file or folder, these permissions can be rapidly degraded or defeated entirely simply by moving files from one folder to another. Tracking changes to a document stored in a shared folder on a corporate server is nearly impossible for users, as is maintaining and evaluating an audit trail. Even in terms of collaboration, there are significant improvements to be had simply by transitioning away from the traditional corporate file share. And let's be clear: When we talk about DM in this review roundup, we're focusing on DM systems that can offer enterprise-level file management, including routing, retention, and sometimes even support for paper file handling, including offsite storage and insurance. If you're simply looking for online storage in the vein of or, then you can read our reviews of those products in our best roundup.

Storage and Collaboration Even at its most basic, a DM system should be able to store documents in a wide variety of file types, though you should check your organization's requirements carefully in this regard and match those up against any potential system prior to purchasing. Even today, there are some proprietary file types, especially in custom-built line of business (LOB) applications, that not every DM system can support.

Aside from that, the DM system should also provide tools to organize these files and find those that meet certain user-defined criteria, with a minimal amount of effort or system resources. Most often, this will come in the form of a 'smart search' feature; this is another key feature you should test during your evaluation phase.

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Capabilities such as tags and customizable key fields are important for finding files after their storage location has fallen from corporate memory. Some solutions, such as Microsoft SharePoint Online, provide features that will automatically classify or tag documents based on rules you configure. This not only improves reliability in the data behind your documents but also improves the odds that users can track down the documents they need. Many of the DM systems we reviewed include some amount of online cloud storage, such as Adobe Document Cloud Standard, Ascensio System OnlyOffice, and Microsoft SharePoint Online. However, you shouldn't look at this as a key buying criteria because storage is the easy part. For most organizations, this won't be the most important factor when evaluating a DM system.