The International Standard Organization defines a document as a “recorded information or object which can be treated as a unit.” A document management system is, therefore, a tool that enables the creation, organization, and controls the flow of business documents within teams. The right document management system will help in speedy drafting, optimized storage and retrieval, easy document accessibility, and lower the overall cost of document management. The right tool will also provide improved security and make document sharing easy. 

Discover the power of documents with the right tool

We believe that the right document management tool can help fix ‘document dysfunction.’ But while each individual and business uses different types of documents, it is important that the tool is distinctive to its users.

Document management for creative individualsDocument management tool for SMBsDocument management for enterprises
Provide hassle-free collaboration, electronic signatures, and help author documents (especially contracts) via templates with precision.Easy to use interface that does not disrupt existing workflows when it comes to document management. The right tool will understand the structure and strategy behind the business documents and help in accelerating performance, and monitor accountability with version control.Should unlock billions of dollars in efficiency (for teams) especially when it comes to document retrieval and version control with improved compliance. A tool that analyzes every small action (when it was created, opened, sent for approval, or who worked on it) and connects it with other existing business systems for improved efficiency.

Features of a document management system

Documents can exist within any team, from HR to finance, sales, and even operations and customer success. Most of these are stored in separate public and private networks, shared drives, filing cabinets, and even email. And this where the challenges lie – multiple repositories and information mean silos and information gaps. Organizations further face the risk of lost or damaged files, errors, and even redundancies. There is no quick and time-saving way to find useful content across an organization. This also has legal implications especially if there is regulatory compliance that the organization needs to adhere to, when sending out business documents.  

To combat all of these above mentioned issues, a document management platform can be helpful. It acts as a cumulative platform for all forms of disparate documents and offers control, accessibility, and efficiency when it comes to managing documents. Furthermore, it offers advantages in terms of template creation, version control, information retrieval, security, and governance.  It lowers the overall cost of governance. 

While there are hundreds of document management software (DMS) available, here are some of the common attributes that they all have –

  • Centralized document repository/storage – The right document management software will come with centralized storage that will help manage and retain documents. This single source of truth acts as convenient access for all employees and individuals. The centralized repository also incorporates version control. This gives the ability to check revisions and changes and also the potential for reverting if it has errors. 
  • Document templates – Automate your processes with proposals and various other contract templates that are easy to download and use. 
  • Retrieval and search – This allows users to find relevant document artifacts and information based on document identifiers like account names, metadata, and content. 
  • Workflow enables administrators to dictate the flow of the documents through the organization. 
  • Collaboration – If the document has multiple users to view and modify – collaborative features like share, review, and even notes (or messages) help to monitor and maintain compliance within the system itself. 
  • E-sign – Take quicker decisions with easy document share and e-sign integration. Since e-sign is compliant with relevant regulatory bodies, it makes the entire process faster.
  • Document components lockdown – Collaboration can often lead to changing of important document sections. This makes the locking feature a boon, especially when you don’t want anyone changing your terms and condition in an MSA or NDA. 
  • Regulatory compliance – Ensure state and federal regulatory compliance for your documents. Document management tools help to meet compliance requirements and also offer role-based permissions making adherence to such laws plausible.
  • Integrations – A great document management tool will seamlessly integrate with CRMs, e-signature tools, Microsoft Office Suite, etc. for easy flow of content across teams. 
  • Advanced preview – The document management should have a feature that enables you to preview the document in the centralized repository. 
  • Email/Slack integration – Send customized alerts and messages to collaborators on time. 
  • Autofill information – Auto-populate form fields with data from CRMs and other places. 
  • Discount calculation – A quote table with pre-calculated formulas for easy pricing and other online purchases. 
  • User permissions – Provides an ability to organize documents for each department and set permission to who has access to what. 
  • Document export – Should facilitate easy conversion of documents into docx and pdf for sharing. 
Different document management software - RevvSales blog

Now you know that the right document management system maximizes efficiency across your organization, here are some tools and their features. 

Revv – Your Canva for document management

RevvSales document management system

The best document management system will enable you to collaborate seamlessly across each document created, reviewed, and signed from one central place. Revv helps individuals and teams to run their business seamlessly. Its easy-to-use templates and other features make them similar in use as Canva. It is made for every individual who is looking for a tool that integrates with their existing system of records and makes overall document management effortless.

Features

  • Centralized document storage 
  • Electronic signature 
  • Drag and drop editor with rich formatting
  • Email/Slack integration 
  • User permissions management
  • Version control
  • Document templates and templates management
  • Autofill information 
  • Search filters 
  • Workflow and approvals 
  • Collaborative notes and mentions
  • Document tracking
  • Lock components in document 
  • 24/7 support on email/phone 
  • Integration with the system of records like payroll, HRMs’, CRMs, etc. 

Out of the box features that you’ll love 

Revv makes you relook into the entire document management system, as it is made with the end-users in mind. It helps you reduce paper trail and manages all your documents to ensure quality, compliance, and consistency. The intuitive user interface and other out-of-the-box functionalities enable Revv’s users to be self-reliant to run their business.

Pricing

Their pricing plan includes Basic and Pro Plus. The Basic plan is free forever that includes five active templates, unlimited document creation, unlimited users, and five e-signatures. For those not looking for electronic signature, Revv also allows you to send documents for review and simple accept/reject. The Pro plus plan is priced at $42 per user, per month, billed annually. To know more about the plans, visit here.

Formstack documents

With 100s of in-built templates, Formstack Documents allows you to create and share beautiful documents across locations. You can also upload PDFs, Word docs, Excel sheets, and PowerPoint presentations.

Features

  • Auto-generated forms 
  • Document storage 
  • Workflow management
  • Full-text search 
  • Drag and drop editor 
  • Version control

Out of the box features that you’ll love

From providing a secure interface to easy integration with apps such as Salesforce, MailChimp, and Paypal, Formstack Documents also comes with advanced data routing. This allows you to pass information to multiple documents at once and uses logic to control where and when docs are sent.

Pricing

They have a risk free trial with unlimited testing and also offers plans like Micro ($31.99/month), Starter ($109.99/month), Professional ($219.99/month), Business ($439.99/month) and an Enterprise plan. Each of these comes with a set of free templates and merges. For their Enterprise plan, you need to contact them. 

Dropbox Business

With a Smart Sync feature, Dropbox Business allows you to maintain a cohesive workspace across the organization. Access and collaborate all your documents in one place and optimize your existing workflow with this document management system.

Features 

  • Real-time editing 
  • Version control
  • Data synchronization
  • File sharing 
  • Electronic signature 
  • File conversion type
  • Offline access 
  • Compliance tracking 
  • Collaboration tools

Out of the box features that you’ll love

Easy to use and easy to set-up, Dropbox document management enables small items to sync securely between multiple devices saving time. The Dropbox Spaces feature allows you to bring all your files together so that your Microsoft Office Suite can exist besides your Trello boards, making it easier to collaborate. 

Pricing

Dropbox business comes with four different types of pricing plans. The Professional is charged at $16.58/month, Standard is priced at $12.50/user/month, Advanced for $20/user/month, and an Enterprise plan. All of these plans are billed annually. 

Pandadoc

Pandadoc, with its powerful document management features, empowers sales teams to streamline the process of creating, approving, and e-signing proposals, quote, and contracts. 

Features

  • Document templates
  • Document tracking and analytics 
  • Workflow management
  • Document signing
  • Summary reports
  • Role-based permissions

Out of the box features that you’ll love

A user-friendly e-signature feature is the game-changer for its users. No more mailing papers back and forth. Their clean interface makes the product easy to use. 

Pricing

Pandadoc offers a wide range of pricing plans. Starting from a free plan that includes e-sign, they have an essential plan ($19) and a business plan ($49). For a large scale team, they offer an enterprise plan. Get in touch with their sales team to know more!

eFile cabinet

If you are looking to re-invent your document management processes and bring in more efficiency, you should opt for eFile cabinets. They offer both cloud and on-premise services with critical features like workflow automation, secure file-sharing, and eSignature requests, all on one platform.

Features

  • Drag and drop file storage 
  • Role-based security
  • E-signature integration
  • Secure file sharing
  • Audit trail

Out of the box features that you’ll love 

The admin is updated with real-time alerts and notifications, whenever a document is uploaded or downloaded. It also has an add-on available for desktops to enable easy scanning of documents. 

Pricing

eFile cabinet offers a basic plan ($15) with 25GB storage space, Advantage plan  ($55) with 1TB storage space, business plan  ($99) with 5TB storage space, and finally, the Enterprise plan ($199) with unlimited storage. These are all billed annually. 

Conga composer

Conga Composer is a zero-effort document management system primarily that is built for sales professionals. Conga allows seamless collaboration while working on a contract and offers a robust cloud platform to create, share, review, edit, and sign contracts on any device.

Features

  • Template creation and flexibility
  • Assembly and approval workflows
  • Engagement tracking
  • E-Signature integration
  • Reporting and Dashboards
  • User, role and access management

Out of the box features that you’ll love 

It offers seamless integration with your CRM platform and ensures accurate and quick generation of contracts. What customers revere most about Conga is their responsive, knowledgeable, professional, and personal customer service.

Pricing

They have a unique custom pricing plan that is designed uniquely for each customer, depending on the need and scale of your business. You can contact their team to know more. 

Zoho docs

Zoho docs, as a document management system, offers a secure and collaborative workspace for your teams. It ensures a seamless process of creating, storing, sharing, and collaboration on documents of any format available. 

Features

  • Online file storage
  • Real-time editing
  • Document version control
  • Integration with Google apps
  • Audit logs
  • User and role management

Out of the box features that you’ll love 

The collaboration feature offered by Zoho docs makes the document management process a lot easier. It also supports any file type and offers storage for a large number of files and can be accessed from any kind of device like tablets, phones, etc. 

Pricing

They offer a free plan with up to 5 users in a team followed by a standard plan ($3.19) which is the most popular option and finally, the premium plan ($5.11). All these are per user per month cost that is billed annually. 

Citrix Sharefile 

With Citrix Sharefile document management system you can expedite your document management process with automated workflows and approvals. The tool allows you to co-edit, and e-sign seamlessly across devices. The real-time tracking helps you analyze where the document stands. 

Features 

  • Document indexing 
  • Document archiving 
  • Electronic signature 
  • Compliance tracking 
  • Version control
  • Real-time synchronization
  • Drag and drop editor 
  • Workflow management 
  • Search filter

Out of the box features that you’ll love

Sharefile comes with an easy to navigate user interface. What makes it stand apart is that it enables integration with the standard Outlook email platform that allows users to merge files by using a 3rd party FTP, where sensitive documents need to be shared. 

Pricing 

While their plans include storage, you can always increase storage space and the total number of licenses with each plan. Their plans include Standard ($50/month), Advanced ($77/month), Premium ($122/month) and a Virtual Data Room ($338/month). Each plan includes a free trial period. 

Doccept

Doccept is a document management system that offers some advanced features like email integration, version control, auto-folder formatting, security and regulatory compliance, custom metadata and mobile compatibility, and more. It also includes a wide range of search capabilities. 

Features

  • Document archiving 
  • Electronic signature 
  • File type conversion 
  • Compliance tracking 
  • Offline access 
  • Version control 

Out of the box features that you’ll love

The tool is highly configurable and is easy to install. There is a requirement for some training, but it definitely helps in reducing the overall operational costs. 

Pricing

Their pricing is not mentioned on their website, but you can definitely schedule a free demo from their website. 

Evernote Business

With Evernote Business, create documents, collaborate, and store all your information across devices, even if offline. Powerful search capabilities help to cut through the noise and get to your relevant documents faster. With this tool, you can onboard teammates and also hold onto information once they have left. 

Features 

  • Share notes to collaborate with teammates 
  • Rich text editor 
  • Snap photos
  • Quick sketch options
  • Data Synchronization
  • Document storage 
  • Image library
  • Version control
  • To-do list 
  • User management 

Out of the box features that you’ll love

A fairly complete tool for taking and sharing notes, Evernote helps you to stay organized, especially when it comes to document management. It also helps you track the status of your project easily from both the mobile and desktop versions. It also comes with AI suggested content support, which means that it can recommend notes based on what you’ve written.

Pricing 

For their Evernote Business plan, it can cost up to $6.65/user/month (for a minimum of two users). 

Box 

With Box, you can easily manage the entire lifecycle of your business documents. Manage documents, project plans, presentations, and videos and share the latest pitch with your end-users online or offline. A powerful admin console makes tracking documents easier. 

Features

  • File type conversion 
  • Electronic signature 
  • Document retention
  • Compliance tracking 
  • Offline access 
  • Version control
  • Document indexing 

Out of the box features that you’ll love

Box enables one major thing – i.e., making documents accessible from anywhere. This increases efficiency and enables collaborators to work on the go and address customer needs anytime and from anywhere. The interface and accessibility of Box also make it a favorite among its users. 

Pricing 

For Box, its pricing starts at $5/user/month for the Starter Plan. They also have a Business plan and an Enterprise plan that offers content management for your entire organization.

ZorroSign

Enabling organizations to manage documents in one place, Zorrosign’s single and intuitive user interface allows you to manage, track, and e-sign documents all from one single place. 

Features 

  • Document storage
  • Document tracking 
  • Electronic signature 
  • Folder/sub-folder creation 
  • Search and filter options 
  • Document encryption support 

Out of the box features that you’ll love

This document management system encrypts documents automatically. You can also organize documents in folders and sub-folders, making the search easier. 

Pricing 

The Individual plan is free and offers a single user license. The Professional plan is billed at $10 for a single user license. The Business plan is priced at $20/month, and since their Enterprise plans come with customized features, you will need to contact them for a custom quote. 

Microsoft Sharepoint 

Sharepoint was designed to give a secure platform to store, organize, and share information. Besides being scalable, as Sharepoint users are also MS Office Users, it is also highly customizable. 

Features 

  • Search filters 
  • Easy to use interface 
  • Mobile app
  • Email client integration
  • Co-edit documents 
  • Role-based security 

Out of the box features that you’ll love

Sharepoint plays a dominant role in some of the world’s largest businesses, which means many use it extensively for its document sharing experience. Compatibility with Microsoft Office makes it one of the most preferred tools to be used in document management.

Pricing 

Microsoft Sharepoint is included with Microsoft 365. For small businesses, it is priced at $5.00 user/month, and for enterprises is about $10.00 user/month.

UltraDox

If you are looking for a tool to generate beautiful and personalized pdf documents from templates, then Ultradox is the tool for you. This enables you to turn Google Docs into a simple yet powerful template engine. 

Features 

  • Template management
  • Reporting/Analytics
  • Collaboration
  • Version control
  • Archiving and retention
  • Contract Management

Out of the box features that you’ll love 

With Ultradox, you can automate much of your work. The application saves time and has a user-friendly interface which makes it easy to work with. This leads to an improvement in your document management process. It allows you the freedom to access and work on your documents from anywhere. 

Pricing

The pricing information is not released by the vendor. You can apply for a free demo and get more details directly from their team.

NetDocuments

NetDocuments offer secure cloud-based document management and collaboration software solution. It offers easy options to search, review, and organize documents from one single interface. 

Features 

  • Collaboration tools
  • Versioning
  • Process Automation
  • Document management
  • Electronic Signature
  • Compliance tracking

Out of the box features that you’ll love 

The collaboration feature is a big boon. You can easily share individual documents or even entire folders securely with your clients. The tool also allows you to manage your documents by creating folders and segregate them by clients, document name, and type of document. 

Pricing

Pricing information for NetDocuments is not disclosed by the vendor. You can sign up for a demo and directly get more information.

Notion.so

Notion.so is an all in one workspace that facilitates smooth document management process and effective collaboration. The tool allows businesses to create roadmaps and monitor tasks based on completion status, priority, or assigned team members. 

Features 

  • Workflow configuration
  • Collaboration tools
  • Document retention
  • Version control
  • Customizable dashboards

Out of the box features that you’ll love 

The tool breakdown feature makes it easy to navigate between pages. The biggest attraction for the users is the affordability. The tool provides value for money.

Pricing

Notion’s pricing is divided into four different plans. The Personal plan is free, followed by a Personal pro ($4), a Team plan ($8), and finally the Enterprise plan. You will have to connect with their team to finalize the cost of the enterprise plan.

Nintex

Nintex simplifies document creation. It transforms documents into automated business processes to accelerate sales and business results. It is a solution that replaces and streamlines paper-based methods.

Features 

  • Template creation and flexibility 
  • CRM integration
  • Reporting and dashboards
  • E-Signature Integration
  • User, Role, and Access Management
  • API / Integrations

Out of the box features that you’ll love 

The one thing users love about Nintex is that it auto-populates contract information and is well integrated with Salesforce. It makes it easier to follow up with your customers and clients, unlike the manual ways of the document management system.

Pricing

Nintex offers two types of pricing plan – i) Standard edition for the Nintex Promapp standard ($950) and ii) Enterprise edition for Nintex Promapp enterprise ($1300)

Google docs

Google docs is the online word processor where you can create, update, and collaborate on your documents. The application also allows you to add notes and share documents links for easy access to others in your team.

Features

  • Collaboration
  • Document creation
  • File sharing
  • Notes management
  • Team chat

Out of the box features that you’ll love 

Google docs host your documents on the cloud, which makes it easily accessible at any time. What users value most is the seamless document exchange and the ability to track changes made in the document.

Pricing

They have a simple pricing plan – i) Google apps ($5) billed per user per month and ii) Google apps with unlimited storage and vault ($10) per user per month. 

Document management – A stitch in time

Choosing the right tool for your organization is a critical task. A document management software that perfectly fits the needs of your organization can be a blessing. The tool will offer an effective and efficient way to create, manage, and collaborate over your documents. You can store and retrieve all your documents from a  single platform and keep track of multiple activities going in and around your documents. The right tool will be a perfect fit that will change the way your business operates. (Similarly, if you are looking for a quoting software, here is a blog.)

Please note that all the above-mentioned information is gleaned from company websites, comparison websites such as GetApp, G2, Capterra, and others. Since companies keep adding features, some of the information may be out of date. Let us know at sales@revv.so if there’s any information here that needs change, we’ll verify and update as quickly as possible.

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Posted by:Aditi Biswas

Aditi is a Product Consultant at Revv, a leading document management software company that provides document templates that help run your business. All about chasing sunsets, her thoughts collide with everything SaaS and oscillates between the midnight musings of a poet and her fav authors. Can be mostly found near dogs or in a cafe with a book.

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