In today’s age of technology, most employees have to play the document hide and seek at some point or another. Hours of paid time is wasted when employees have to look for the right documents in the storage room. To solve this problem, most business companies felt that digitizing the documents will solve this problem. And thus the trend of storing everything in a digital format started, and paper wastage was drastically reduced in addition to the reduced time in looking for the right file. But even this does not solve the problem, as the sheer volume of files and documents makes it very tedious to look for the right data. A file management software or a document management system (DMS) is designed to solve this problem.
A DMS organized all your files, makes looking up of the right information a faster process due to the AI features, and gives access to all files anytime from anywhere with the right login credentials. Research has shown that in big business organizations with more than 10,000 employees, an average employee spends 38 minutes looking for the right documents either on their own PCs or on the organization’s intranet. A file management system is designed to minimize this problem. In this blog, we explain what a file management system is and how it works in your favor with its extensive catalog of features, and some of the top file management solutions.
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Basics about File Management Systems
Formally speaking, a Document Management Software is the use of a computer program to store, manage, and track all electronic documents and other forms of organizational data in one system. Organizational documents include Standard operating procedures, product checklist, inventory management catalog, minutes of meetings, safety check records, accounting records, etc. All of these documents can be scanned and stored in a digital format on the business organization's computers. But in doing so if a document is stored in an incorrect place or with an incorrect name, then looking up for the document can be a real headache. In addition to this, the accessibility to all your documents is restricted.
A file management software is designed in a way that such errors and accessibility issues do not hinder the day to day operations of your employees. The paper consumption is drastically reduced, and the systems have tags to each document so looking up for data becomes as simple as typing a few terms on the search bar, and all the relevant results are automatically shown. The biggest advantage of using file management software is that it allows you to look up inside the content, and so even if you don't know the name you have stored your file under, with such a system, you can still find what you need.
In the last few years, file management software has evolved from simple digital storage rooms to a complete private digital search engine with all your documents stored in one place. Sharing, editing, and collaborating on the documents has become easier and faster. File management systems also provide a secure platform to store sensitive information like employee details, bank information, tax records, contracts, etc. and you can restrict access to all such files. So without further ado, let's look at some of the features of the best document management systems.
3 Features of File Management Software Solutions
Enterprise-level file management systems have a vast variety of features that make day to day operations faster and increase the overall productivity of the employees. Some of the features of the file management systems are:
Nowadays, hacking is the biggest issue many business companies face. Even to share a simple one-line message, the first thing that companies look for is the level of encryption offered. The ultimate goal of any file management software is to have the highest level of encryption in all its channels so that the issue of stealing information becomes non-existent. All files are encrypted by the filing management system, and all collaboration, messages, comments are encrypted as well so that none of the company's information gets in the wrong hands.
The next big feature that attracts companies to invest in file management software is the room for collaboration it offers on all of the files. Your employees can create files and share them with other employees, who can then make changes, give suggestions, and other inputs to the owner of the file. This is especially helpful when you have your employees working from multiple locations across different time zones. There is no need for hours of back and forth correspondence, setting up appointments, etc. Collaborating becomes an effortless task.
A lot of times your employees work from outside the office and in such cases, access to files at all times can increase the productivity of your workforce. If your employees are working from coffee shops, at the client's office, or at their own homes, if they have access to all your files remotely, with a simple log-in, then their work is faster and more efficient. You no longer have delays in any projects due to the accessibility issues.
These are a few of the top features that make working a streamlined process. Now let's take a look at the top 10 file management software solutions that are designed to make your life easier.
Top 10 File Management Systems
1. Microsoft SharePoint
Microsoft office is known to provide the best solutions in the industry for all business enterprise needs, so it is no surprise that there is a Microsoft Office 365 software designed for file management. Created in 2001 with the goal of providing a cloud-based collaborative platform that integrates with other Microsoft Office 365 apps to provide a complete document management solution to enterprises of all kinds. Primarily used as a document management software, you can store all your files and configure it to fit your needs.
You can build content hubs and organize all your files by teams. SharePoint allows you to create custom metadata tags and assign keywords to every single file you have. Due to this feature, you can custom organize all documents in your organization. For collaboration amongst employees, SharePoint allows you to create files and share them with others through email. The files can be protected with a password that allows your employees to work on delicate matters without any hesitation. Some of the best advantages of this document management solution are:
- High levels of security measures and encryption on all files
- Online editing of documents
- Offline download of files to work without internet
- File retention, version control, audit logs and revision history of files
- Flawless integration with Microsoft Office 365 apps like Word, PowerPoint, etc.
A digital home for 1800+ brands, Bynder offers a digital asset management platform to business organizations like Five Guys, Canon, Puma, Spotify, Lacoste, etc. Bynder offers a complete cloud based solution that allows you to create, approve, organize, and distribute files and other content faster. With the growing number of channels, distributing files across all channels of the organization is a quick process with this easy to use, agile software. With companies that operate across multiple locations, Bynder helps organizations achieve brand consistency in this transforming world.
You can be assured that your employees have quick access to the right resources to make faster and more informed decisions. Bynder provides a complete work environment where employees can present the file with their ideas, and other employees can comment, annotate, and share their thoughts for more innovations. Bynder has brand guidelines so that every document written is written a consistent and formal manner that enhances your brand identity. Some of the features of this file management software are:
- Bynder analytics give you the analytics of the efficiency of your content
- In-built integrations with third-party apps like WordPress, Adobe Creative Cloud, Drupal, etc.
- Custom pricing package for every organization to ensure fair payment
- Free trial to see the usability of software for your business
- Create amazing videos with the inbuilt video creating and editing tools
- Easy to use templates to print optimized brand content faster
- File creators have version control rights and revision logs
Regarded as one of the best document management software, this file management solution offers a cloud-based security platform to store and share all business documents. The best thing about this app is that it allows you to maintain your existing file and folder structures while providing a platform for online document sharing and collaboration. All your files are secure on this cloud storage platform, and the access to the files can be restricted by roles like creator, viewer, and administrator.
When you stare using Onehub allows you to get set up in minutes with the secure cloud storage solution from Onehub. With this software, document creation and sharing is super easy and quick. Your teams can work in virtual data rooms that provide a safe documentation management system to collaborate and work on sales deals, non-disclosure agreements, etc. You can share a more polished version of the right document with your clients using company watermarks, logos, and brand colors in your documents. Some of its customers include business enterprises like Starbucks, Dell, Philips, AARP, Whole Foods, etc due to the following features:
- Easily upload massive mac and windows file with a couple of clicks
- Customize all files with brand colors and logos to create more professional documents
- Dozens of security features like audit trails, role-based permissions, session time outs, etc.
- Free trial to test and get a hang of the app
- Collaboration tools, document archiving, and version control to maintain the authenticity of all documents
RevvSales is a trusted document management software that accelerates the process of document creation, be it drafts, proposals, quotes, or agreements. Your employees are able to create professional and stunning documents without any designing experience. RevvSales is an easy to use document management software that requires no training at all. RevvSales allows you to run your business with one document at a time workflow.
The one document at a time process allows you to make a draft, review, sign, analyze, and manage documents without any confusion. This document repository has in-built professional templates that make document creation a faster process. One can collaborate on documents with their coworkers easily, and create proposals, quotes, and contracts. Used by business companies like Code Construction, Miracle software systems, Moglix, etc. Some of the best advantages of this software are:
- Free to use with basic features
- 24/7 support to ensure smooth operation within your organizations without any technical glitch
- Offers document assembly and electronic signature on all files
- Version control features on all documents
5. Dropbox Business
Everyone is familiar with Dropbox and has used it at some point or another. Dropbox has two modules, one is for personal use and the other is for business companies. Created in order to allow big business companies to save and share all documents securely, you can save everything you need to work in one place, with easy access to all files and documents. You can access documents easily from mobile phones, personal computers, laptops, or through the web.
Dropbox Business has flexible storage plans that allow teams to create team folders with all essential documents and files. These team folders can be shared with team members to collaborate with each other. You have complete control of the version of each document and the creator can revert the document to any previous document version of desired. To create more security in your business files, you can password protect the shared documents, set expiration dates on the shared links, and disable downloads to ensure more security. With 3 different pricing plan options Dropbox Business has the following features ideal for all companies:
- Admin Dashboard to monitor all team activity
- Account transfer tool to easily transfer all documents and rights to new employees
- Over 300,000 third party app integrations
- Remotely clear files from lost or stolen devices
LogicalDOC is a US-based Document Management software designed to eliminate paper consumption in your business. LogicalDOC is a document organization platform that cuts the document retrieval time from hours to minutes. several people can collaborate on a document, coordinate their editing and viewing activity. LogialDOC has made remote working seem like a piece of cake, enabling your employees to revise, edit, and sign documents electronically, reducing all paper wastage.
Available on Windows, Linux, and macOS, LogicalDOC allows you to work from anywhere at any time. The best document management software available for all types of business companies, LogicalDOC has tags for all your documents, document templates to create files faster, drag and drop upload and download feature, OCR - Optical Character Recognition, Barcode Recognition, etc. that is ideal for companies with multiple segments and complex needs. Some of the features of this app are:
- Excellent integrations with apps like DocuSign, WordPress, Google Drive, Citrix ShareFile, etc.
- Reports on file duplications and content duplications
- Storage options like multiple storage, Remote folder, Microsoft Azure, etc.
- Clustering and Archiving of documents. document backup and document event log
Confluence is a web-based collaborative platform that allows teams to meet together virtually and create a virtual workspace. You can collaborate with your co-workers in this platform effortlessly and create more formal documents easily. Designed to allow business companies to create, collaborate, and organize all documents in one place, Confluence is a knowledge and document management software that saves time by easily finding answers for your employees.
Your employees can collaborate on projects, take meeting notes, create project plans, and kickstart team participation for better business outputs. An excellent employee engagement tool, Confluence inspires conversation between employees, allows business managers to share announcements, create an environment to strengthen company culture. You can create anything from meeting notes and product requirements to HR policies and marketing planes with this document management software. Some of the features of this cloud based document management tool are:
- Cloud storage of all your important documents
- Group related pages together and find the relevant documents faster
- Comment on pages with @ tags and speed up the review process of the documents
- Use the inbuilt templates to create documents faster
8. Only Office
Only Office is an online Document management software that has online document editors, a platform for document management, corporate communication, document sharing, and project management tool. Only Office provides you a secure Document management system that allows users to create, edit, and share documents, provin=ding you a platform to run your cloud office. You can access documents anytime from anywhere using a desktop or mobile apps.
Used by companies like Oracle, Deloitte, UNESCO, etc. the document management software has all features that one can think of. You can create complex documents using various styles and fonts, inset, and manipulate objects like pictures, logos, and charts, add videos from youtube using integrated plug-ins. You can then share those documents with individuals as well as teams and set different permission levels to control the access of those files. In addition to that, you can publicly share the files as well with everyone in your organization. Employees can track changes, look at version histories, of the shared files, compare two documents, and send messages with individual tags in the shared files. Some of the features of this best overall office suite application are:
- Sign your documents digitally with DocuSign
- Upload any document to your blog directly from the app with flawless WordPress integration
- Allows for third party cloud storage
- One platform to create and collaborate on documents securely
The best and most easy to use Document management software in this list, M-Files is the perfect tool to centralize and manage all your document files. This Document Management System is used by companies like Yokohama, OMV, Orifarm, Comcast, etc. and is the ideal solution for large companies and small businesses. This document management software is best known to detect duplication in your document files, M-Files improves the overall workflow in your company.
For large quantities of document files, the traditional folder storage mechanism becomes inefficient and cumbersome. With this Document Management System, you can assign custom metadata tags and keywords so looking up files is easy. In addition to this, the Artificial Intelligence detects what files you need at what times and auto-suggests the relevant documents, so your work is done faster. For organizations with a mobile workforce, M-File lets you access documents offline through your mobile devices. Some of the noticeable features of this document management system are:
- Edit existing documents and find content duplication easily
- Integrates flawlessly with MS Office and other apps for easy operational procedures
- Get a 30-day free trial before you make any commitments
- AI makes routine document handling faster
10. eFile Cabinet
The last document management software on this list, eFile Cabinet is regarded as one of the best low-cost document management tools available out there. eFile Cabinet is a cloud-based collaborative software that stores all your documents in one place, making your business automated, secure, and compliant. eFile Cabinet frees you from the document management task so you can focus on the work that really matters. This software is available on multiple platforms like mobiles, laptops, and desktops so that access to documents is no longer an issue.
eFile Cabinet is an ideal document management software for businesses with a remote workforce, this software has gained a lot of popularity since its launch in 2001 due to the high levels of encryption it offers on all the files. You are able to take images of your documents and upload them to the software. For official files, you can digitally sign your documents using eFile Cabinet. The pricing plans start from $15 per month per user and it goes up to $199 per month per user for more advanced features and needs. Some of the features offered by this software are:
- Retrieve deleted files easily
- Full-text lookup
- Encrypted File Sharing and 2-factor authentication
- Set up IP and location-based authentication
1. What are the benefits of having a document management software in an organization?
Answer: There are several benefits of having a document management software in an organization. Some of them are:
- Money saved due to the less paper being consumes
- Less space is needed to store all file, and hence money is saved by decreasing the amount of storage space to store documents
- All files are saved in a more secure manner
- File retrieval is quicker
- Faster collaboration amongst employees
- Better backup and faster recovery
- Accessibility of documents is higher
2. What is the best file management software?
Answer: There are several file management software solutions that are good, and are used by a lot of big establishments as well as startups like Microsoft SharePoint, Confluence, Ericon Engage, etc. But Microsoft SharePoint is regarded as the best software to document all important information. Because of the fair pricing package that gives access to other Microsoft Office apps, most small to medium-sized companies prefer using SharePoint as their file management software. For larger companies, Onehub is the ideal file management solution as the features are designed in a way to effectively share information and collaborate across multiple locations easily.
3. What is the difference between file management system and document management system (DMS)?
Answer: File managing is primarily concerned with storage. File management software is designed to store all important files and data in one place. Your primary concern in the file management process is to get things out of the way, and not much attention is paid to the contents of the files. On the other hand, a document managing system is concerned with organizing the files based on the contents to make looking up information at a later date an easy and quick task. A DMS has other functions that allow for collaboration, revision, sharing, etc.
4. What is document control software?
Answer: A document control software is designed to manage content that is regulated and quality and compliance are important factors. A document control software can automate the record administration policies, control access to the information, and keep a track of all documenting activities for auditing. In simpler terms, a document control software performs the same functions as a DMS, but more emphasis is on the access and controls of the document files. Who has access to what, and who does what on a document is more important?
We hope that after reading this blog, you have gained more insight into how a file handling software can digitize every document in your organization, and improve the access to those files. As you will have already guessed, most file managing software performs the additional functionality of a DMS. In addition to understanding the basic features, you can compare the top 10 file managing solutions out there and find the one that best fits the requirement and culture of your organization. If you have any more questions in mind, please contact us and we will get in touch with you.