Top Document Management Systems In 2022 (2023)

Looking for ways to manage your document mess? Let’s see how document management systems can help!

Document management involves ways in which businesses today are creating, managing, and sharing electronic documents.

With nearly every aspect of your business going digital, it only makes sense to get rid of those dreaded and age-old methods of filing paper documents.

We need to replace these age-old methods with newer, faster ways to create and share workplace documents. This is where a document management system comes in.

Why do you need a document management system to survive?

Have you ever wasted precious time searching for a document on your computer, in chat messages, in your email attachments, etc.? Browsing through hundreds of folders, searching in your immensely populated inbox, searching through your cloud files, etc., all end up being a search mission with no end in sight!

Employees often can’t find the right documents at the right time or can’t access the document due to time or location barriers. All of these add ups to a big loss in productivity.

In today’s fast-moving digital work environment, the emphasis is on using the right online tools to foster efficiency and productivity.

It’s no surprise, then, that document management tools have become one of the most popular ways for organizations to improve manage their important documents, improve workflow, and boost collaboration.

Choosing the right document management system for your business:

A document management tool is used by businesses to:

  • Become more organized
  • Increase productivity
  • Foster teamwork & collaboration
  • Reduce storage costs
  • Reduce security costs

However, before you go out and purchase the first tool you come across online, you’ll want to make sure it has all the features and capabilities you need to solve your business needs.

Our Recommended document management systems:

The list of different document management tools can seem quite daunting, but that’s why we have created a list of the best of the best document management systems on the market today! Thank you later!

Top Document Management Systems In 2022 (1)

  • Alfresco
  • OnlyOffice
  • DocuWare
  • Google Docs
  • LogicalDoc
  • Confluence

Let’s go through each one of them in detail and decide which document system is best for you:

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Bit is a new-age cloud-based document collaboration tool that helps teams create, manage and track documents.

Bit has a number of awesome capabilities that make it one of the best document management tools out there:

Safe & Robust:

Bit’s document management system allows you to create workplace documents like- project proposals, sales decks, training documents, how-to guides, company policies, process documentation, media kits, fact sheets, competitive research, case studies, e-books, etc. and provides a safe and robust place to store these documents.

Digital Workspaces:

Bit allows users to create something called “smart digital workspaces”, which are created around projects, teams, departments, and clients to keep your documents, data and information organized.

Workspaces make it easy to collaborate and ensure that the right team members have access to the right documents at the right time. They are fluid so your information can move through your organization’s workflows.

Real-Time Collaboration:

Multiple people can simultaneously collaborate and create a smart document in real-time.

It’s a wonderful way to manage projects, create client-facing material, brainstorm, share meeting agendas, create proposals, and most importantly, share and manage information and knowledge!

Content Management:

Apart from documents, Bit also provides amazing content management capabilities.

Bit has a content library that automatically saves the images, files, and digital content you add to your documents (or workspaces) so that you can access and reuse them easily.

Smart Search:

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Bit documents also support smart search, which allows anyone to search and find any files, images, documents, and text inside documents quickly and easily across the system.

With the ability to effectively label content, users can search their digital assets using keywords, titles, descriptions, or tags.

They can even search for files based on their source. (i.e., YouTube). This is extremely useful for new hires to not feel overwhelmed while looking for information.

Manage Permissions:

Bit allows users to manage permissions and information access that suits your organizational needs.

It supports features like document tracking, password protection, file access restrictions, etc. that help keep your important company information safe.

All-in-all, Bit checks all the boxes by allowing you to create and edit documents collaboratively, store them in a safe and secure place, upload rich media files like videos, audio, excel sheets, PDFs, GIFs, etc. in the content library, search and access information quickly, protect your content by managing permissions and track your documents to get detailed analytics.

The perfect document management tool indeed!

Read more:Top Employee Management Systems You Should Be Using!

2. Alfresco

Alfresco is an Enterprise Document and Content Management System aimed to make your workflow smooth and streamlined.

Its core offering, a Digital Business Platform lets IT develop modern solutions for an efficient workflow.

The Digital Business Platform offers an Application Development Framework, open-source API’s that allows:

  • Integration with major applications like Microsoft Office, Salesforce, Google Drive, etc.
  • Process services that allow business process documentation management
  • Content services for better collaboration on digital content

If you work in a large enterprise, Alfresco might just be the way to go. However, it can be a bit intimidating with its many core-competencies.

3. OnlyOffice

Next on our list is OnlyOffice, and as the name suggests, it aims to be your ”only office” outside your real office environment.

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OnlyOffice allows you to upload a document, spreadsheet or presentation from your computer directly to their web app and manage it from the cloud.

You can track changes made to the docs, leave comments and access version history too. OnlyOffice supports various document formats including DOC, PDF, HTML, CSV, TXT and more.

OnlyOffice aims to offer a complete suite of office apps like documents, spreadsheets, and presentations. OnlyOffice offers a plethora of features to organize every step of your business. Some of these features include:

Project management with task tracking, Gantt charts, time tracking, and reports collaboration

  • CRM capabilities
  • Email aggregation
  • Document management
  • Calendar integration
  • And much more

OnlyOffice’s “community” allows employees to create news boards for sharing latest company news and announcements, polls and surveys to gather data, ability to share ideas and knowledge through corporate blogs and forums, and communicate with other teammates using instant messaging.

A noteworthy feature of OnlyOffice is the ability to connect any of the cloud storage services like Google Drive, Dropbox, Box, or Microsoft’s Onedrive and keep all your data in one place.

4. DocuWare

DocuWare is a digital document management tool that allows you to store your documents in electronic folders for easy storage, search and retrieval.

By storing all your documents in a centralized document pool, you can reduce costs associated with traditional document filing systems and results in a faster, more efficient workflow.

DocuWare aims to reduce this time spent significantly by allowing you to retrieve your documents anytime, and anywhere with advanced document indexing and storage capabilities.

DocuWare also protects your files from unauthorized access and loss by providing regulatory compliance security features, and disaster recovery.

5. Google Docs

Google Docs has been around for quite some time now, 12 years to be exact. Since its inception, Google Docs has amassed quite a following in the cloud-based collaboration tool market.

It has a familiar interface like Microsoft Word, which helped it gain traction and make it easy for people to understand its nuances.

It’s intuitive and easy to use design, security, privacy features, and mobile apps to keep you connected to your documents 24×7.

Google Docs also provides a list of ready-made templates for documents like resumes, letters, brochures, etc. to create documents quickly and easily.

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6. LogicalDoc

If you are looking to save time and resources by converting your hard copy paper documents into their electronic counterparts, LogicalDoc is another great solution.

LogicalDOC is an intuitive document management system that requires little to no training to get up to speed with.

Its easy drag-and-drop capability allows users to upload files in a jiffy. A capable solution for small as well as large businesses unlike, LogicalDoc facilitates fast content retrieval and process automation.

LogicalDoc allows users to create, collaborate and edit documents together, keeping records of document history and modifications.

Since LogicalDoc operates fully in the cloud, there’s no hardware or software setup to get started with it. LogicalDoc comes in three versions: Enterprise and Cloud, Business Edition, and Community Edition.

7. Confluence

Confluence, by Atlassian, is a document management and collaboration system for teams to communicate internally.

Teams can easily create, share and collaborate on documents, spreadsheets, presentations, and images. Features like automatic versioning, instant previews, full-text search, and pinned comments make it easy to manage your documents across all departments.

Share documents, PDFs, images, track every version and changes made to a page and connect to Jira to provide insight into their development work with automatic linking, quick issue creation, and reports.

Users have the ability to organize and share company information amongst employees and with their customers.

Confluence can be helpful if your team already uses Jira and HipChat by Atlassian, as it’s designed to work with those platforms.


Every company needs to manage the huge amounts of workplace documents they produce, have the ability to safely store them someplace, and make them accessible to the employees and other stakeholders as and when needed.

Opting for a document management solution helps you gain a competitive edge over your competitors who are still wasting time creating, filing and looking for paper-based documents and files.

So what are your thoughts on the list document management systems mentioned above? Is your company using a particular document management system? Let’s have a chat in the comments below!

Top Document Management Systems In 2022 (2)

(Video) Odoo Documents: Document Management System

Further reads :

  • How to Use Document Templates in
  • Top 9 Virtual Data Room Providers in 2022
  • Best Collaborative Document Editing Software
  • Task Management Tools Every Business Must be Using!
  • The Ultimate Guide To Document Management Workflow
  • Top 5 Business Process Management (BPM) Tools

Top Document Management Systems In 2022 (3)

Top Document Management Systems In 2022 (4)


What is the future of document management? ›

Cloud is the future for document management because it is the easiest, most efficient way to access and organize your documents – no matter where your work takes you. In fact, the software as a service (SaaS) industry is expected to expand to a value of over $400 billion by 2025.

What does DocuWare cost? ›

DocuWare Pricing Overview

DocuWare has 4 pricing edition(s), from $300 to $1,500. Look at different pricing editions below and read more information about the product here to see which one is right for you.

How can document management system be improved? ›

Document Control Best Practices
  1. Say goodbye to papers. Consider moving beyond the traditional means of paper documentation. ...
  2. Get professional input. ...
  3. Establish clear roles. ...
  4. Automate the processes. ...
  5. Integrate with Training.
1 Apr 2021

What are the 4 types of documentation? ›

The four kinds of documentation are:
  • learning-oriented tutorials.
  • goal-oriented how-to guides.
  • understanding-oriented discussions.
  • information-oriented reference material.

What are the 5 important documents? ›

In this post, we're listing five important types of legal documents, along with the reasons they're important to strategically complete.
  • Guardianship Documents. ...
  • Health Care Power of Attorney. ...
  • Financial Power of Attorney. ...
  • Living Will. ...
  • Last Will and Testament. ...
  • U.S. Legal Services Can Help!
31 May 2022

What are the 7 types of documents? ›

The 7 types of documents you should never throw away!
  • WORK DOCUMENTS. Tax forms, vacation time, proof of educational leave, etc. ...

How do I choose a good document management software? ›

What to Look for in Document Management Software
  1. Usability. One of the most important elements of any software is usability. ...
  2. Document Sharing and Collaboration. ...
  3. Version Control. ...
  4. Image Scanning and OCR. ...
  5. Electronic Signatures. ...
  6. Workflow Automation. ...
  7. User Permissions. ...
  8. Mobile Functionality.
20 Oct 2022

Who are DocuWare competitors? ›

Competitors and Alternatives to DocuWare
  • Office 365.
  • Box.
  • Laserfiche.
  • M-Files.
  • OnBase.
  • Doxis Intelligent Content Automation.
  • OpenText Content Suite.
  • iManage Work.

Is DocuWare any good? ›

DocuWare is a secure and reliable tool for document storage and processing remotely. DocuWare is the cloud based document processing and storage tool. It gives a digitally content management service scalability feature.

Who bought DocuWare? ›

Headquartered in Tokyo, Ricoh Group has major operations throughout the world and its products and services now reach customers in approximately 200 countries and regions.

What is KPI in document management? ›

'KPIs' stands for 'Key Performance Indicators' and it is a type of performance measurement. It evaluates the success of an activity, and in our case we can use them to monitor the efficiency and performance of Document Control in an organisation.

What makes a good documentation system? ›

The most important rule of good documentation is for it to be as inviting as possible. This means that we should aim to write it in the clearest terms possible without skipping over any steps. We should avoid making assumptions about what our users may know.

What is quality document management system? ›

A quality management system (QMS) is defined as a formalized system that documents processes, procedures, and responsibilities for achieving quality policies and objectives.

What are the 3 C's of documentation? ›

The 3 C's of Process Documentation (Consistency, Compliance, Completeness) And Why You Should Care.

What are the 3 rules of documentation? ›

Documentation should be:
  • Immediate. Managers should take notes right after an incident occurs. ...
  • Accurate and believable. When an outside observer (judge, jury or EEO investigator) is called to judge your side of the story, detailed observations add authenticity. ...
  • Agreed upon.
16 Jul 2015

What are the 4 C's of documentation? ›

How can the CSI 4-C's, Clear/Concise/Correct/Complete improve the communication of your construction documents?

What is the most commonly used documentation style? ›

APA Style is the most popular citation style, widely used in the social and behavioral sciences. MLA style is the second most popular, used mainly in the humanities. Chicago notes and bibliography style is also popular in the humanities, especially history.

What are the two most used documentation styles? ›

The two most common types of documentation used in research are note citations and parenthetical citations (Winkler & McCuen-Metherell, 2008, p. 4). You might also see terms like “footnotes,” “endnotes,” or “references” when learning about documentation practices.

What are the two types of documentation systems? ›

Agile and waterfall approaches

The documentation types that the team produces and its scope depending on the software development approach that was chosen. There are two main ones: agile and waterfall. Each is unique in terms of accompanying documentation.

How do you organize all important documents? ›

Stop searching high and low for papers and receipts. Instead, an effective important document organizer is a lidded file box. Stackable plastic bins are also an option for keeping paperwork in order. Designate an hour each month to sort through the containers to stay organized.

What documents are most important? ›

Important papers to save forever include:
  • Birth certificates.
  • Social Security cards.
  • Marriage certificates.
  • Adoption papers.
  • Death certificates.
  • Passports.
  • Wills and living wills.
  • Powers of attorney.
14 Jul 2020

What are quality documents? ›

Quality Documentation means the quality manuals, quality plans, quality procedures, inspection and test plans, work instructions or like documentation, as appropriate, which describe and define a Quality Management System.

What are 5 typical business documents? ›

These are:
  • Financial Records. Invoices and receipts for the goods and services being sold. ...
  • Protecting Legal Records. Leases. ...
  • Employee Records. All financial records such as bank accounts, tax file numbers and their superannuation details. ...
  • Policies & Procedures. ...
  • Other Business Records.

Which is the best document database? ›

Top 10 Document Databases
  • Amazon DynamoDB.
  • MongoDB.
  • MongoDB Atlas.
  • Couchbase.
  • Google Cloud Firestore.
  • ArangoDB.
  • InterSystems IRIS.
  • Percona Server for MongoDB.

What are 5 tips for file management? ›

Effective File Management
  1. Avoid saving unnecessary documents. ...
  2. Follow a consistent method for naming your files and folders. ...
  3. Store related documents together, whatever their type. ...
  4. Separate ongoing work from completed work. ...
  5. Avoid overfilling folders. ...
  6. Organize documents by date. ...
  7. Make digital copies of paper documents.

Which is the easiest CMS to use? ›

WordPress has everything you want in a perfect CMS platform. It's easy to get started, and many WordPress web hosting companies offer a 1 click install process. You can extend the functionality in almost any way you can think of using plugins (which are like apps for WordPress).

Is DocuSign and DocuWare the same? ›

At a time when more businesses than ever are supporting remote workforces, the integration of DocuSign's electronic signature technology to DocuWare's content services portfolio further ensures business continuity and productivity for all teams. DocuWare chose DocuSign for its flexibility and feature-richness.

What type of software is DocuWare? ›

DocuWare is the cloud based document processing and storage tool. It gives a digitally content management service scalability feature. DocuWare uses automation feature for routing most of the paper work easily and also helps to generate invoices, tracking them in a easy way.

Is DocuWare owned by Ricoh? ›

DocuWare will operate as a standalone subsidiary of Ricoh and we are committed to maintaining and growing its hugely successful partner program, through expanding its channel network and investing in further product development.

Is DocuWare free? ›

You'll access a completely free cloud trial so you can test DocuWare with your own documents, at your own pace. No credit card required.

Is DocuWare an ERP? ›

DocuWare - Document Management | ERP Solutions & Software From K3 Syspro.

What is DocuWare used for? ›

DocuWare provides cloud document management solutions and workflow automation software that enables you to digitize, secure and work with business documents, then optimize the processes that power the core of your business.

How secure is DocuWare? ›

Document encryption

All documents are stored with AES encryption, the US standard for top-secret documents with the highest military level of secrecy. For maximum protection, DocuWare relies on a key size of 256 bits, with symmetrical keys of 1024 bits. A new symmetrical key is generated for every document.

How many languages is DocuWare available in? ›

With availability in 18 languages and supporting cloud and on-premises deployments, DocuWare currently serves over 15,000 customers and 650,000 users across 100+ countries with a global network of over 750 partners.

Does DocuWare integrate with QuickBooks? ›

Yes. If you're running SAGE, QuickBooks or other financial software, integration is possible. DocuWare has successfully integrated with over 500 unique applications across 12,000 customers in 90 countries. We offer robust integration methodologies, from point-and-click simple to deep API-based integration.

What are the 4 main KPIs? ›

Anyway, the four KPIs that always come out of these workshops are:
  • Customer Satisfaction,
  • Internal Process Quality,
  • Employee Satisfaction, and.
  • Financial Performance Index.
25 Sept 2013

What are the 3 types of KPIs? ›

Types of KPIs include: Quantitative indicators that can be presented with a number. Qualitative indicators that can't be presented as a number. Leading indicators that can predict the outcome of a process.

What are the 4 components of a KPI? ›

The key components of a KPI are: Performance Measure. Performance Status Indicator. Threshold Level.

What is high quality documentation? ›

These characteristics can be applied across all healthcare settings. A characteristic of high-quality clinical documentation is documentation that is precise. Precise documentation is accurate, exact, and strictly defines the patient's conditions.

How can you make documentation more efficient? ›

Then let me give you some principles that I discovered by practice on how we can write efficient documentation.
  1. Determine the purpose of the document that you are writing. ...
  2. Determine the target “audience” or reader of the document. ...
  3. Determine the format of the document. ...
  4. Keep it Short and Simple (KISS)
13 Mar 2018

What are strong documentation skills? ›

Documentation Writers - Skills and Abilities
  • Write clearly so other people can understand.
  • Read and understand work-related materials.
  • Understand written information.
  • Understand spoken information.
  • Speak clearly so listeners can understand.
  • Listen to others and ask questions.

What are the 4 types of QMS? ›

2.3. 5 Development and Certification of the QMS. Four types of quality processes are prominent in many industries: ISO 9001, AS9100, Six Sigma, and CMMI.

What are the 7 quality management? ›

7 key quality management principles—customer focus, leadership, engagement of people, process approach, improvement, evidence-based decision making and relationship management.

Is SAP a document management system? ›

SAP Document Management meets all these complex requirements. In addition to managing documents, it also coordinates document processing. You can automate the entire life cycle of a document: from document creation to document storage, from access to update.

Does Microsoft have a document management system? ›

Does Microsoft have a Document Management System? Yes, it does. Microsoft Office 365 provides various software solutions including SharePoint, Microsoft Dynamics and OneDrive for document management.

Which is the most widely used filing system? ›

  • Alphabetic systems are the most natural and common method of arranging files. ...
  • Although numeric systems are indirect systems (an index is required), they frequently are the fastest to use and produce fewer errors.

What is the best program to create a document? ›

Top 10 Document Creation Software
  • Adobe Acrobat.
  • Microsoft Word.
  • Dropbox Paper.
  • Google Workspace.
  • Foxit PDF Editor.
  • Adobe Export PDF.
  • Quip.

Which database is trending now? ›

Most Popular Databases In The World
3Microsoft SQL Server1040.26
21 more rows
17 Jan 2022

Which database has more demand? ›

As of August 2022, the most popular database management system (DBMS) in the world was Oracle, with a ranking score of 1260.8; MySQL and Microsoft SQL server rounded out the top three.

Which is most powerful database? ›


PostgreSQL is known as the world's most advanced open source object-relational database management system (ORDBMS). Part of this reputation is due to its architecture, reliability, robustness, and extensibility.

What are the 5 basic filing systems? ›

There are 5 methods of filing:
  • Filing by Subject/Category.
  • Filing in Alphabetical order.
  • Filing by Numbers/Numerical order.
  • Filing by Places/Geographical order.
  • Filing by Dates/Chronological order.

Is SharePoint a good document management system? ›

SharePoint is a great document management tool, but it requires a lot of work to maintain, especially for large and growing companies. You can use it effectively for a while by setting up an intuitive site structure and maintaining clear, logical content governance guidelines, but that will only take you so far.

Does Google have a document management system? ›

Google Drive allows you to create documents, spreadsheets, presentations, and more within the application.

What are the 2 most common filing techniques? ›

There are 2 main methods of filing, which are Loose Leaf method and secondly, the Collective method. Documents are filed individually in a normal file, holes are punched in the documents and then they are filed. Documents can be filed and de-filed very easily.

What are the 3 basic filing methods? ›

Filing and classification systems fall into three main types: alphabetical, numeric and alphanumeric. Each of these types of filing systems has advantages and disadvantages, depending on the information being filed and classified. In addition, you can separate each type of filing system into subgroups.

What is the most efficient filing method? ›

Effective File Management
  • Avoid saving unnecessary documents. ...
  • Follow a consistent method for naming your files and folders. ...
  • Store related documents together, whatever their type. ...
  • Separate ongoing work from completed work. ...
  • Avoid overfilling folders. ...
  • Organize documents by date. ...
  • Make digital copies of paper documents.

Which software is used for professional documents? ›

One of the most widely used is Microsoft Office. This includes Word, Excel, PowerPoint and Access. Originally developed for the Windows operating system, this office suite also has a version for Mac OS.

Which tool is most like Microsoft Word? ›

What are the 10 best Microsoft Word alternatives?
  1. ClickUp Docs. Create unlimited docs, wikis, and knowledge bases in ClickUp. ...
  2. Google Docs. via Google Docs. ...
  3. LibreOffice Writer. via LibreOffice Writer. ...
  4. WPS Office Free Writer. via WPS Office Free Writer. ...
  5. FocusWriter. via FocusWriter. ...
  6. Zoho Docs. via Zoho. ...
  7. AbiWord. ...
  8. FreeOffice TextMaker.
1 Jul 2022

Which software is used for documents? ›

#2) Google Doc

This word processing software tool offers templates for writing documents. You can use the application to create and make changes in files anywhere at any time.


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