Top 10 Document Managers to Look Out for in 2024

Bertha Bella

HR Writer & Editor

5 min read

Published: Jan 18, 2023

Revised on: Mar 1, 2024

Once upon a time, all business documentation was done on paper, and a data system in an organization is basically a bunch of papers in files. Digitalization changed this; instead of carrying around heaps of paper, everything is accessible remotely from different devices. 

A document manager or document management system is a single space where all your documents can be stored, managed, and easily accessed. Some managers take it further by allowing for document creation, sharing, tracking, editing, and many more valuable features. 

What Are the Responsibilities of a Document Manager?

A document manager is responsible for overseeing the creation, storage, organization, retrieval, and security of an organization's documents. These responsibilities collectively aim to streamline document management processes, improve efficiency, ensure data integrity, and enhance collaboration within an organization.

What Should You Look For in a Document Management System?

Choosing a document management system (DMS) depends on various factors, but here are some key aspects to consider:

• Ease of Use: A user-friendly interface is crucial. The system should be intuitive enough for all users to navigate easily.
• Document Organization: Look for systems that offer robust organization features like tagging, categorization, and folder structures that suit your needs.
• Security Features: Ensure the DMS provides encryption, access controls, user permissions, and audit trails to safeguard sensitive information.
• Integration Capabilities: Compatibility with existing software and ease of integration with other tools (like CRM, ERP, etc.) is essential for seamless workflow.
• Collaboration Tools: Features like version control, commenting, real-time editing, and simultaneous access by multiple users are vital for collaborative environments.
• Search Functionality: A strong search capability—preferably with advanced search options—makes it easy to find documents quickly, even with large databases.
• Scalability: Consider whether the system can grow with your organization's needs without significant issues.
• Mobile Accessibility: Check if the DMS offers mobile apps or responsive designs for easy access on various devices.
• Compliance and Regulations: Ensure the system complies with relevant industry standards and regulations concerning data storage and management.
• Cost and Support: Evaluate the cost of the system in relation to the features offered. Additionally, consider the support provided by the vendor, including training, troubleshooting, and updates.
• Customization Options: Some systems allow for customization to tailor the DMS to specific business needs. Determine whether this flexibility is essential for your requirements.
• Performance and Reliability: Assess the DMS's performance under load, uptime, and reliability through reviews or trials.

What Are the 4 Types of DMS?

There are generally four primary types of a Document Management System (DMS):

• On-Premises DMS: This system is installed and maintained on local servers within an organization's infrastructure. It offers more control over data but requires dedicated IT resources for management and maintenance.
• Cloud-Based DMS: Hosted on remote servers and accessed via the internet. It provides scalability, and accessibility from anywhere, and often lowers initial costs, as it eliminates the need for on-site hardware. Examples include Google Drive, Dropbox, or Microsoft OneDrive.
• Hybrid DMS: This combines elements of both on-premises and cloud-based systems. It allows organizations to store sensitive data on-site while using the cloud for other functionalities like remote access and collaboration.
• Open Source DMS: These systems provide source code access, allowing users to modify and customize the software according to their needs. Examples include OpenDocMan and LogicalDOC.

Each type has its own advantages and considerations, and the choice depends on an organization's specific requirements, including security, accessibility, scalability, and budget.

Why Is Document Management Important?

Document management is crucial for several reasons including saving time, improving productivity, reducing errors, and enhancing overall business operations. Other factors include:

• Organization: It helps in structuring, categorizing, and storing documents systematically. This ensures easy retrieval when needed, reducing clutter and confusion.
• Accessibility: Proper document management ensures that the right people have access to the right documents at the right time, streamlining workflows and decision-making processes.
• Version Control: It allows for tracking changes, revisions, and versions of documents. This ensures that the most up-to-date information is being used, minimizing errors caused by outdated data.
• Compliance and Security: Document management ensures adherence to regulations regarding document storage and handling. It also helps in implementing security measures to protect sensitive information from unauthorized access.
• Collaboration: It fosters collaboration by enabling multiple users to work on documents simultaneously, facilitating teamwork and enhancing productivity.
• Cost and Space Efficiency: Digital document management reduces the need for physical storage space and lowers costs associated with paper, printing, and storage equipment.

Top 10 Document Managers to Choose From in 2024

To help streamline the process of choosing a document manager for your business, we have made a list of the top ten document managers in the market with some unique features and alternatives. 

1

ClickUp

Pricing

$7.00 per user/month

• Free version
• No Seat Minimum

Rating 4.6 (13,224)

Visit Site

Have you previously used different tools for planning, tracking, and collaborating on projects with your teammates? ClickUp provides a simple solution where all these can happen in one place, and you can monitor all your tasks easily. 

It is also a great tool for developing knowledge bases and wikis for your organization.

Features:

• Multiuser editing- lets you know who’s viewing and editing a document in real-time
• Manage permissions on each document for everyone it’s shared with
• Create checklists and mind maps
• Time tracking
• Try a full demo here

Alternatives:

• Hive
• Wrike

Pros

1. Flexible and customizable features allow users to tailor ClickUp to their specific needs and workflows.
2. Intuitive and user-friendly interface makes it easy to navigate and manage tasks and projects.
3. Robust collaboration tools like comments, chat, and assign mentions facilitate team communication and coordination.
4. Multiple task views like list, board, Gantt chart provide flexibility to organize tasks.
5. Integration with common tools like Google Drive, Slack improves workflows.

Cons

1. Steep learning curve due to overwhelm from number of features and configuration options.
2. Occasional bugs, glitches and performance issues hamper user experience.
3. Mobile app lacks some functionality compared to web/desktop.
4. Limitations of free version like number of tasks, features restricted.
5. Difficulty finding specific help documentation among extensive support content.

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2

Bit.ai

Pricing

$8.00 per user/month

• Free version
• No Seat Minimum

Rating 4.5 (45)

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The Bit.ai tool is perfect if you are looking for a tool that allows for real-time collaboration between teams or other parties. 

In addition to its highly advanced collaboration feature, it offers a vast collection of editable templates for document creation. It gives you tools to ensure you never create a boring document again.

Features:

• Selection of different themes with widget and color options
• Real-time collaboration on documents across whole organizations
• Over 100 Rich Media Embedded integrations
• Create smart and responsive tables in documents
• Link preview options
• Impressive template gallery
• Smart editing and commenting
• Try a full demo here

Alternatives:

• Monday.com
• Almanac

Pros

1. Easy to use interface and intuitive workflow design
2. Allows real-time collaboration for teams working remotely
3. Variety of templates available make creating documents quick
4. Ability to create separate workspaces for different teams/departments
5. Document version tracking and ability to embed rich media

Cons

1. Limitations of free plan (can't download docs, file size limit)
2. No native desktop or mobile apps, web-only
3. Not ideal for task management
4. Monthly pricing seen as expensive
5. TOC/formatting not as customizable as some would like

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3

Adobe Acrobat DC

Pricing

$12.99 per user/month

• Free version
• Free trial available
• No Seat Minimum

Rating 4.5 (15,693)

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PDFs can be challenging to work with. However, Adobe Acrobat makes editing and signing PDF files from your devices easy. 

Features:

• Filling and signing PDF forms
• Combining and splitting PDF forms
• Annotating PDF forms
• Converting documents to PDF format
• Syncing PDF files across all devices to the Adobe cloud

Alternatives:

• SmallPDF
• PDF Studio

Pros

1. Comprehensive PDF creation and editing tools. Allows creating, editing, and converting PDFs.
2. Collaboration features like adding comments and annotations make it easy to review documents.
3. Security features like password protection and encryption help protect sensitive documents.
4. Integrates well with other Adobe products like Photoshop for seamless workflows.
5. Mobile apps allow accessing and editing PDFs on smartphones and tablets.

Cons

1. Expensive subscription cost, especially for individuals or small businesses.
2. Steep learning curve to master all the advanced features.
3. Can be resource intensive and slow down older computers.
4. Frequent updates can be disruptive and time-consuming.
5. Limited features available in free or mobile versions compared to paid desktop app.

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4

ONLYOFFICE

Pricing

$2.50 per user/month

• Free trial available
• Seat Minimum: 50 Users

Rating 4.4 (723)

Visit Site

ONLYOFFICE is an all-in-one document management system most valuable to enterprises or organizations dealing with high document volumes.

Features:

• It lets you build forms that can be filled out online
• Real-time collaboration on all docs, slides, and sheets
• Document signing
• Viewing and editing documents- including change tracking and commenting
• In-app communication with audio and video calls and texts

Alternatives:

• Quip
• WPS Office

Pros

1. Good compatibility with Microsoft Office file formats
2. Intuitive and easy to use interface
3. Ability to access and edit documents online from any device
4. More affordable pricing compared to Microsoft Office
5. Open source software that can be self-hosted

Cons

1. Lacks some of the more advanced features of Microsoft Office
2. Not as popular or well-known as Microsoft Office
3. Can have issues handling complex Microsoft Office documents
4. Customer support has been reported as slow or unhelpful
5. Software bugs and crashes reported by some users

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5

XaitPorter

Pricing

Contact sales for pricing

Rating 4.5 (150)

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This document management software is great for creating bids and proposals for your business. It also allows real-time collaboration on documents and accessibility across all devices. 

It has easily adaptable solutions and templates for industries like Engineering, Finance, Energy & Renewables, and several others. 

Features:

• Co-authoring and automation solutions
• Auto formatting and numbering
• Supports several formats for document exporting
• Seamless integration with Microsoft 356, Dropbox, Oracle, Salesforce, and OpenText

Alternatives:

• RFPIO
• Loopio

Pros

1. Allows easy collaboration between multiple users working on the same document.
2. Provides standard templates and formatting to ensure a consistent look across documents.
3. Has a document library feature to easily access and reuse content.
4. Generates professional-looking PDF documents.
5. Offers workflow features like assigning reviewers and approvers.

Cons

1. Inserting images and attachments can be cumbersome.
2. Navigation and usability could be more intuitive for new users.
3. Features and capabilities are limited compared to other tools.
4. Working with tables needs improvement.
5. The spell checker needs improvement.

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6

DocuWare

Pricing

Contact sales for pricing

• Free trial available

Rating 4.4 (658)

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Creating a fully functional digital workspace with DocuWare lets you manage paperless office tasks and sync them all on the cloud services. 

Features:

• Mobile services for; sharing, signing, and scanning documents
• Cloud services
• Real-time collaboration on documents and office suite
• Project management and workflow automation

Alternatives:

• Laserfiche
• iManage Work

Pros

1. Easy to use and intuitive interface. Many reviews mentioned DocuWare is easy to learn and use.
2. Powerful search and retrieval capabilities. Customers liked being able to quickly search for and find documents.
3. Flexibility and customization. Reviews highlighted the ability to customize DocuWare for specific business needs.
4. Improved efficiency and productivity. Customers reported time savings and improved workflows after implementing DocuWare.
5. Secure cloud storage. Reviews touted DocuWare's secure document storage in the cloud.

Cons

1. Expensive pricing/costs. Many reviews cited the high costs as a downside.
2. Steep learning curve. Some reviews said it took time to learn how to fully utilize DocuWare's features.
3. Lack of customization options. A few reviews wanted more ability to customize DocuWare to their needs.
4. Subpar customer support. Some reviews complained about poor customer service response times.
5. Clunky interface. A couple reviews said the interface was outdated and not user-friendly.

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7

M-Files

Pricing

Contact sales for pricing

• Free trial available

Rating 4.2 (1,070)

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This document management software is unique because it detects document duplication to avoid having more than one file copy. 

It is great for automating work processes and offers industry-tailored solutions across different disciplines.

Features:

• Compatible with mobile devices
• Readily find documents across all devices by using date, client, project, or whatever search criteria you have set
• A well-equipped resource hub for finding infographics, case studies, and industry reports
• Integration with Microsoft 365, Salesforce, SharePoint, and Google Workspace
• Integrate eSignature from DocuSign and Adobe Sign

Alternatives:

• AODocs
• NetDocuments

Pros

1. Powerful and flexible search capabilities based on metadata and full text search. Makes finding documents much easier.
2. Easy to use and intuitive interface that integrates well with Windows file explorer. Familiar way of working.
3. Customizable workflows for automating business processes. Streamlines approvals, document routing, etc.
4. Robust access control and permissions to secure sensitive documents.
5. Version control and history tracking ensures document integrity and compliance.

Cons

1. Can be expensive, especially for small businesses. Licensing costs add up.
2. Complex to set up and administer, requires IT expertise. Steep learning curve.
3. Lacks native Mac and Linux clients. Requires browser or Windows.
4. Technical support is lacking, especially in US. Waiting times and unhelpful responses.
5. Speed and performance issues mentioned. Can be slow and laggy for some.

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8

PaperSave

Pricing

Contact sales for pricing

Rating 4.3 (124)

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PaperSave is a captain of the document management system industry. It’s one of the best because it has a wide range of functionalities, and yet, it’s easy to use. 

Features:

• Integrates harmoniously with ERP, CMS, and Microsoft solutions
• Helps with capturing, retrieving, and approving documents seamlessly
• Track all changes on every document - for security and accountability purposes
• Maintain consistent workflow
• Advanced document capture

Alternatives:

• eFile Cabinet
• Synergize

Pros

1. Users appreciate PairSoft's document management solution, which significantly saves time spent on filing, searching, and retrieving documents.
2. Scalability and utilization of OCR (Optical Character Recognition) technology allow businesses to scale effectively.
3. The software offers customizable workflows, particularly notable in its integration with NetSuite and Blackbaud FE/NXT. 
4. Users commend its ability to centralize data, facilitating audits and donor interactions while reducing reliance on physical paperwork.
5. Straightforward workflow and automatic document handling features are highlighted as significant advantages.

Cons

1. Users report difficulties in deleting unwanted pages from documents within PairSoft's PaperSave feature. 
2. Some users express dissatisfaction with the initial customer support experience, citing issues with unresponsive representatives. 
3. Users mention the inconvenience of having to reset passwords frequently.
4. A desire for a sandbox environment for testing new or changed functionality is expressed by users.
5. Some users report dissatisfaction with PairSoft's technical support and account management teams, citing instances of unresponsiveness and lack of follow-through on urgent tickets.

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9

Templafy

Pricing

Contact sales for pricing

Rating 4.3 (75)

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Trusted by top brands like Pandora and Citrix, Templafy’s tagline is ‘Better documents win more business.’ 

It’s an excellent document management tool that helps businesses manage all their office suite solutions in one place. It’s compatible with different devices, including smartphones.

Features:

• Document and workflow automation
• Easy to use
• Create and manage all brand documents in the same space
• Email signature management
• Custom template for automated document creation

Alternatives:

• PandaDoc
• MyDocSafe

Pros

1. Makes it easy to create branded, compliant documents and presentations. Helps maintain brand identity and guidelines.
2. Saves time by providing ready-made templates, images, and content. Reduces need to create materials from scratch.
3. Intuitive and easy to use. Simple interface and integrates well with Microsoft Office.
4. Centralizes templates, documents and assets. Provides a single source of truth.
5. Improves document consistency and quality across the organization.

Cons

1. Can have compatibility issues with some other software tools. Caused problems integrating with things like Teams or Solidworks.
2. Slow performance at times. Add-in can be slow to load or find suggestions.
3. Limited customization options for some users. Access controls could be more flexible.
4. Steep learning curve initially for some users. Takes time to learn the system.
5. Expensive, especially for smaller companies. Pricing is a concern.

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10

Google Workspace

Pricing

$5.40 per user/month

• Free trial available
• No Seat Minimum

Rating 4.6 (58,186)

Visit Site

A list of document managers is only complete with Google Workspace. Its ease of use is what keeps users going back to it. Individuals and organizations use it to share, sync, store files, and collaborate on documents, slides, and sheets.

Features:

• Syncs documents across all devices, mobile included
• Easy collaboration on documents and other files
• Save documents in different formats
• Intuitive search function
• Cloud storage
• File sharing with numerous people, choosing a level of accessibility for each person

Alternatives:

• Zoho Workplace
• Bitrix24

Pros

1. Collaboration tools .Allows for real-time collaboration on documents and projects between team members. This streamlines workflow and improves productivity.
2. Integration with other Google products. Provides a seamless experience by integrating tools like Gmail, Drive, Calendar, etc. Makes it easy to access everything in one place.
3. Accessibility.Cloud- based nature allows access to files/tools from any device with an internet connection, enabling remote work.
4. User-friendly interface. Intuitive and easy to use interface with minimal learning curve. Useful for teams of all technical skill levels.
5. Security features.Offers robust security such as encryption, 2-factor authentication to protect sensitive data.

Cons

1. Reliant on internet connection. Being cloud-based, requires a stable internet connection to function optimally. Limitations offline.
2. Data privacy concerns. Some concerns around data privacy since files stored on Google's servers.
3. Steep learning curve. Can be overwhelming to learn and utilize the wide array of features offered.
4. Limited customization. Provides limited customization options compared to more specialized software tools.
5. Customer support. Customer service response times and issue resolution varies. Technical support lacks for complex issues.

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Conclusion

Choosing the Right Document Manager

In an increasingly paperless world, business growth needs to find document management software that is right for you or your organization. And the right document management software is most useful when it can streamline your efforts and make you more efficient.

There are many products in the modern software market, but there are those gems that rise above. So, finding what works for your organization may take several trials, but choosing the best one will largely depend on your specific needs.