Find files, automate approvals, and keep control of your documents on-premise or in the cloud.
Powerful Document Management, Made Simple
Intelligent Folder Organization
Dynamic folder structure automatically organizes your documents into unlimited folders and sub-levels.
Microsoft Office Integration
Share, view, annotate, and co-edit Word, Excel, and PowerPoint files directly inside Dokmee.
Audit Trails
Every action is logged. Track who accessed, edited, or shared any file with detailed activity records.
Workflow Engine
Design custom approval routes with personal inboxes, real-time notifications, automatic stamping, and full history tracking.
DocuSign e-Signatures
Sign contracts, letters, and invoices remotely from anywhere with integrated DocuSign.
File Retention
Automatically purge or archive files based on defined retention periods to stay compliant.
Three Steps to a Paperless Office
Import
Upload existing files, scan paper documents, or connect your email. Dokmee indexes everything automatically.
Organize
Documents are classified into smart folders with metadata, tags, and full-text search across your entire library.
Control
Set permissions, automate approvals, track changes, and generate compliance reports — all from one dashboard.
How Teams Use Dokmee DMS
Accounting firms
Manage client tax documents, automate approval workflows during audit season, and maintain SOX-compliant retention.
HR departments
Digitize employee files, automate onboarding paperwork with e-signatures, and enforce document retention policies.
Small businesses
Replace filing cabinets with secure digital storage, find any document instantly, and share files with your team.
Overview
Dokmee's Document Management System is designed as an affordable solution to organize your company's documents from capture to editing. If you want to manage your documents with advanced indexing and automated workflows, contact Dokmee today.
Dokmee's intelligent dynamic folder structure automatically organizes your documents into unlimited folders and sub-levels.
File Sharing & Collaboration
Securely share, store, view, annotate, and collaboratively edit Microsoft Word, Excel, and PowerPoint files directly inside Dokmee.
Security
Dokmee keeps your documents fully secure with audit trails that log every action, granular multi-level permissions, seamless Active Directory integration, and encryption.
Workflow
Dokmee's powerful rules-based workflow engine lets you design custom approval routes and automated document processes, with personal user inboxes, real-time notifications, automatic stamping, index field updates, and full history tracking.
Cloud
Dokmee delivers secure, full-featured document collaboration from anywhere — enabling seamless remote work with real-time file access tracking, detailed action monitoring, and optional hands-off IT management.
On Premise
Dokmee organizes, secures, and manages your documents with fast, on-premise storage and full enterprise control.
What is a Document Management System (DMS)?
A Document Management System, or DMS, is a software built with digital file cabinets to store, organize, and track your organization's documents and files in a secure and centralized location.
There are many factors to consider when choosing a DMS, such as document volume, deployment type (on-premises or cloud), advanced features, and the types of workflows you need. To help, we've compiled a list of 10 of our favorite DMS tools.
Manage document flow and business processes with multi-user approval.
File Retention
Automatically purge or delete files based on a defined retention period.
OCR (IRIS)
Convert images into searchable files (PDF, TIFF, JPEG) with support for 134+ languages.
File Sharing & Collaboration
Enable multiple users to view files simultaneously with version control for editing and revisions.
Annotations
Easily edit your files by highlighting, adding signatures, stamps and more.
Security
Audit logs, file encryption, and user restrictions, with Active Directory integration.
FAQ
What is a Document Management System (DMS)?
A Document Management System (DMS) is software designed to capture, store, organize, and manage digital documents in centralized file cabinets. It guarantees your documents are protected and you can access them easily while improving team collaboration through version control and automated workflows.
What are the benefits of a DMS?
A DMS improves productivity by reducing time spent searching for files, enhances collaboration with version control and access permissions, increases data security, ensures regulatory compliance, and reduces paper and storage costs.
What is the difference between DMS and ECM?
While a DMS focuses on managing and organizing documents, Enterprise Content Management (ECM) is a broader system that handles all types of digital content, including emails, multimedia, and web content, across an organization. A DMS is the cornerstone of an ECM strategy.
Is a cloud-based storage and file synchronization service like Google Drive enough?
No. Cloud storage tools like Google Drive or Dropbox offer basic file sharing and backup, but they lack advanced document control, compliance, audit trails, and workflow automation that a true DMS provides. Businesses with complex document workflows or compliance requirements typically need a DMS.
Why do you need a DMS?
You need a DMS to keep your business' documents organized and secure. It ensures that the right people have access to the right information at the right time — boosting efficiency, collaboration, and compliance.
Is a DMS scalable?
Yes. Most modern DMS solutions, like Dokmee, are highly scalable, allowing organizations to expand storage capacity, add users, and integrate new features as business needs grow, whether on-premises or in the cloud.
What features should a DMS have?
A good DMS should include document indexing and search, version control, access permissions, audit trails, workflow automation, integration with other business tools, cloud access, and strong data backup and recovery options.
What security measures does a DMS offer?
A DMS provides multiple layers of security, including encryption, role-based access control, user authentication, secure file sharing, and detailed audit logs. These features help protect sensitive data and ensure compliance with privacy regulations.
Best Document Management System: Top 10 DMS Providers
We've gathered a list of the best 10 document management systems to help you make an informed decision by analyzing features, pros, and cons.
What is a document management system?
A document management system, or DMS, is a software that captures, stores, organizes, secures, and manages business documents from the moment you receive them until they are destroyed.
The goal of a DMS is to centralize all of your document in centralized file cabinets and not have scattered data across shared drives, email inboxes, or personal computers. This software allows you to access, edit, share, and govern document from a unique location.
DMS platforms go far beyond your average digital file storage.
They help you automate document-centric processes, improve collaboration, strengthen security, and maintain compliance with industry regulations.
Documents can be created, reviewed, approved, archived, and ultimately disposed of according to predefined retention policies, ensuring information remains accurate, accessible, and protected at every stage.
Thanks to automation and digitalization, a DMS helps reduce manual work, reduce document loss, and improve productivity across departments.
Employees spend less time searching for information and more time focusing on higher-value work.
Most DMS plaforms offer document capture, OCR, metadata tagging, intelligent search, version control, workflow automation, role-based permissions, audit trails, and integrations with business applications including Microsoft 365, Google Workspace, CRM systems, ERP platforms, and electronic signature solutions.
Many modern platforms also incorporate AI-powered search, document classification, and summarisation to further improve efficiency.
Features in a DMS
Before we get into the specific of our favorite DMS, let’s take a look into the most important and common features your DMS (or ECM) should have.
Workflow automation
Workflow automation replaces manual document routing with predefined business processes.
Instead of emailing documents between employees or manually tracking approvals, documents automatically move to the right person based on rules, triggers, or document status.
Automated workflows reduce bottlenecks, improve accountability, ensure every approval follows the same process, and help organisations maintain compliance with internal policies.
For example, a project proposal can automatically move through each stage of review and approval, notifying the right people along the way. Once approved, it's published and eventually archived based on your organisation's retention policy.
Document storage
A DMS provides a secure library where business documents are all stored together.
Documents can be organized using folders, metadata, document types, departments, projects, or clients, making information easier to manage as your organisation grows.
Many platforms also support cloud, on-premises, or hybrid deployments, allowing you to choose the storage model that best fits your security requirements.
Document capture
Document capture converts paper and digital files into structured, searchable business records.
Documents can be imported individually or in bulk from scanners, email inboxes, mobile devices, network folders, multifunction printers, or third-party applications.
Once captured, documents are automatically indexed and stored in the appropriate location.
Many enterprise DMS platforms include OCR, allowing text to be extracted from scanned documents so files become fully searchable.
Advanced search and indexing
ith a DMS, you can locate documents using filenames, keywords, full-text search, metadata, document type, customer name, invoice number, project ID, dates, or custom fields.
Metadata indexing dramatically improves search accuracy by allowing you to classify documents based on business information instead of folder location.
Many modern DMS platforms also include AI-powered or natural language search, where you can locate documents with conversational queries.
Version control
Version control ensures everyone works from the latest approved document while preserving a complete history of previous revisions.
Instead of creating multiple copies such as Contract_Final, Contract_Final_v2, or Contract_Final_Approved, a DMS serves as a single source of truth.
You can compare previous versions, restore older revisions if necessary, and view exactly who made each change and when.
Access control and permissions
Role-based permissions allow administrators to control who can view, edit, download, print, share, or delete individual documents or entire document libraries.
Permissions can be assigned to users, departments, or security groups to ensure employees only access information relevant to their responsibilities.
Many platforms also support encryption, multi-factor authentication, digital watermarks, and SSO to further strengthen document security.
Audit trails
Every action performed within a DMS is automatically recorded in an immutable audit log.
Audit trails capture information such as who accessed a document, what changes were made, when the activity occurred, and the device or location used to access it. This creates a complete record of document activity for compliance, governance, and internal investigations.
Collaboration Tools
With a DMS users can collaborate on documents without creating duplicate files or losing track of revisions.
Most platforms support real-time co-authoring, document sharing, comments, annotations, approval requests, task assignments, and notifications.
10 best document management system
There are many things to take into consideration before you choose your DMS, such as your document volume, deployment (on-premises or in the cloud), advanced features, type of workflows…
We have collected 10 of our favorite DMS tools to help you choose.
Intelligent document processing, invoice automation, digital forms
FileHold
Security and compliance-focused organisations
Mid-sized to enterprise
Records management, retention policies, on-premises deployment, governance
1. Dokmee
Ratings ⭐⭐⭐⭐⭐
G2 4.2/5 | Capterra 4.7/5
Overview
Dokmee is a comprehensive and completely customizable DMS and ECM platform designed for organizations that need secure document storage, workflow automation, and advanced information governance.
It supports cloud, on-premises, and hybrid deployments, making it suitable for businesses with varying IT and compliance requirements.
The platform combines OCR-powered document capture, intelligent indexing, workflow automation, metadata management, and AI-assisted search to help organisations digitize and manage documents.
Integrations with Microsoft Office, SAP, and QuickBooks further streamline document-centric business processes.
Key features
AI-powered document search and intelligent indexing
OCR document capture and automated classification
Custom workflow automation
Role-based security and audit trails
E-signatures and strong collaboration tools
Cloud, on-premises, and hybrid deployment
Electronic forms
Pricing
Dokmee offers three pricing plans starting at $39 per month and includes a custom plan for Enterprises.
All plans include Dokmee AI Search, Office 365 integration, and unlimited cabinets.
✅ Pros
Highly customizable workflow automation
OCR-powered indexing and full-text search
Available in most languages
Mobile version available
❌ Cons
Steeper learning curve for advanced features
Limited built-in reporting and analytics
Interface design is very simple and basic
Best for
Mid-sized businesses and enterprises looking for a scalable, all-in-one document management solution with strong workflow automation, security, and deployment flexibility.
2. DocuWare
Ratings ⭐⭐⭐⭐⭐
G2 4.4/5 | Capterra 4.6/5
Overview
DocuWare is a cloud-first document management platform focused on automating document-intensive business processes.
It's particularly popular among finance, HR, and operations teams that need to digitize invoices, employee records, and approval workflows while maintaining compliance.
Its AI-powered indexing automatically classifies documents during import, reducing manual data entry and improving search accuracy.
Combined with workflow automation and digital forms, DocuWare helps organisations eliminate repetitive administrative tasks while integrating with Microsoft 365, SAP, Outlook, and many ERP and CRM platforms.
Key features
AI-powered document classification
Intelligent indexing
Workflow automation
Digital forms
Task management
Cloud deployment
Pricing
DocuWare Cloud ranges from £10 to £60 per user per month.
✅ Pros
Highly scalable
User-friendly web and mobile access
Built-in digital forms and process automation tools
❌ Cons
More expensive than lightweight DMS options
Limited offline functionality
Customization may require IT support
Best for
Medium to large organizations that want to automate document-heavy business processes such as accounts payable, HR, and compliance.
3. Google Workspace
Ratings ⭐⭐⭐⭐⭐
G2 4.6/5 | Capterra 4.7/5
Overview
Although Google Workspace isn't a dedicated document management system, it provides many of the document storage and collaboration capabilities smaller organisations need.
Google Drive, Docs, Sheets, Shared Drives, and Google Admin work together to provide centralized cloud storage, permission management, and real-time collaboration.
However, organisations with strict compliance requirements or complex workflows may eventually outgrow Google Workspace due to its limited workflow automation, document governance, and records management capabilities.
Key features
Real-time collaboration
Shared Drives
Cloud storage
Google Admin permissions
Fast search
Native Google integrations
Pricing
Business Starter plans begin at approximately US$7 per user/month, with higher-tier plans adding more storage, security, and administration features.
✅ Pros
Seamless integration across Google apps
Automatic cloud storage and backups
Minimal setup
❌ Cons
Lacks workflows and audit trails
Shared Drive permissions can get complicated with larger teams
Offline access requires setup
Best for
Freelancers, startups, and small businesses already using Google Workspace.
4. PandaDoc DMS
Ratings ⭐⭐⭐⭐⭐
G2 4.7/5 | Capterra 4.5/5
Overview
PandaDoc is primarily a document automation and contract management platform rather than a traditional DMS.
Its strengths lie in creating, sending, approving, and tracking sales documents such as proposals, quotes, contracts, and agreements.
Its drag-and-drop document builder, reusable templates, e-signatures, approval workflows, and CRM integrations make it one of the strongest solutions for revenue teams looking to automate the document lifecycle from proposal to signature.
Key features
Proposal builder
Electronic signatures
Approval workflows
CRM integrations
Analytics and document tracking
Content library
Pricing
PandaDOC DMS offers four different pricing plans, including a free plan, which is quite limited in document volume.
Paid plans start at $35 per month and Enterprises can go for a custom quote.
Sales teams, customer success teams, and organisations managing high volumes of proposals and contracts.
5. M-Files
Ratings ⭐⭐⭐⭐
G2 4.4/5 | Capterra 4.4/5
Overview
M-Files takes a different approach to document management by organizing information using metadata rather than traditional folder structures.
Instead of asking users where a document is stored, the platform categorizes files based on other information such as customer, project, document type, or contract number, making documents easier to find regardless of their location.
The platform combines AI-powered document classification, workflow automation, and compliance tools to help organisations manage complex document lifecycles. Its intelligent search, automated permissions, and integration with Microsoft 365, Salesforce, and legacy systems make it a good fit for businesses with large document logs.
Key features
Metadata-driven document management
AI-powered document classification
Intelligent search
Workflow automation
Audit trails and compliance controls
Cloud, on-premises, and hybrid deployment
Pricing
M-Files starts at $65 per seat per month and includes a custom plan as well.
Integrates with Microsoft 365, Salesforce, and legacy systems
Hybrid deployment
❌ Cons
Complex interface
IT assistance is required for customization
Premium features may drive up licensing costs for smaller teams
Best for
Legal firms, engineering companies, financial institutions, and organizations that manage large volumes of structured documents using metadata.
6. Laserfiche
Ratings ⭐⭐⭐⭐⭐
G2 4.7/5 | Capterra 4.5/5
Overview
Laserfiche is an enterprise document management and process automation platform designed for organizations with complex workflows and strict regulatory requirements.
It combines document management, records management, intelligent capture, and low-code automation.
Its intelligent capture tools use OCR and machine learning to process incoming documents, while the low-code workflow designer allows organizations to automate approvals, document routing, and compliance processes.
Built-in analytics and reporting also provide valuable insights into workflow performance and document usage.
Key features
Intelligent document capture
Low-code workflow automation
Records management
Compliance and governance tools
Analytics and reporting
Enterprise security
Pricing
Laserfiche offers three pricing plans:
Professional plan starts at 5 users and is set at $73 per user and month
Business plan starts at 25 users and is set at $93 per user and month
Business+ plan starts at 500 users and is set at $42 per user and month
Large enterprises, government agencies, healthcare providers, and educational institutions that require advanced workflow automation and regulatory compliance.
7. Revver
Ratings ⭐⭐⭐⭐
G2 4.3/5 | Capterra 4.4/5
Overview
Revver (formerly eFileCabinet) is a cloud-based DMS built for small and medium-sized businesses that want to automate document processes without the complexity of enterprise platforms.
Its clean interface and straightforward implementation make it an attractive option for organizations moving away from shared drives or paper-based workflows.
The platform combines AI-assisted document organization, metadata tagging, workflow automation, version control, audit trails, and electronic signatures to simplify everyday document management.
Integrations with Microsoft 365, DocuSign, and CRM platforms further improve productivity across departments.
Key features
AI-assisted document filing
Workflow automation
Metadata tagging
Version control
Audit trails
Electronic signatures
Pricing
Revver offer three pricing plans that range from $25 to $87 per user and month. Each plan also includes a Guest plan for external access.
It is important to bear in mind that workflow automation is not available in the Basic plan.
Not ideal for complex, industry-specific workflows
Automation rules may require fine-tuning
Best for
Small and medium-sized businesses looking for an easy-to-use document management solution with automation and cloud accessibility.
8. Microsoft SharePoint
Ratings ⭐⭐⭐⭐
G2 4/5 | Capterra 4.3/5
Overview
Microsoft SharePoint is a collaboration and document management platform that is built into the Microsoft 365 ecosystem.
It provides centralized document libraries, version control, metadata management, permission controls, and real-time collaboration.
Because of it native integration with the Microsoft package, it is a good choice for those who are already using products such as Teams, Outlook, OneDrive, Word, and Excel.
SharePoint also includes enterprise governance features such as retention policies, Microsoft Purview integration, and automated document lifecycle management.
While highly configurable, organizations with complex requirements may need additional planning and administration to unlock its full capabilities.
Key features
Microsoft 365 integration
Document libraries
Metadata management
Real-time co-authoring
Retention policies
Enterprise security and governance
Pricing
SharePoint offers three pans for businesses, ranging from $7 to $32 per user and month.
Basic Microsoft 365 tools are included in all plans although more advanced products like Microsoft Defender or Entra ID are only included in the highest plan, Microsoft 365 Business Premium with Copilot.
✅ Pros
Deep integration with Microsoft 365 tools
Customizable document libraries and metadata tagging
Real-time co-authoring
❌ Cons
Requires training to optimize document workflows
Can be too complex for basic document management needs
Integration with non-Microsoft tools may be less fluid
Best for
Businesses already invested in Microsoft 365 that want integrated collaboration and document management across the organisation.
9. Zoho WorkDrive
Ratings ⭐⭐⭐⭐⭐
G2 4.3/5 | Capterra 4.6/5
Overview
Zoho WorkDrive is a cloud-based document management and collaboration platform designed primarily for small businesses and growing teams. As part of the Zoho ecosystem, it integrates seamlessly with applications such as Zoho CRM, Zoho Projects, and Zoho Mail, making it an appealing choice for organisations already using Zoho products.
The platform focuses on secure team collaboration through shared Team Folders, role-based permissions, audit trails, and file recovery features. While it lacks some of the advanced automation and governance capabilities found in enterprise DMS platforms, it delivers excellent value for businesses with straightforward document management needs.
Key features
Team Folders
Role-based permissions
Audit trails
Desktop and mobile access
File recovery
Zoho ecosystem integrations
Pricing
Paid plans start at approximately US$2.50 per user/month (billed annually).
Limited advanced workflow automation or AI-driven features
Fewer third-party integrations outside of Zoho ecosystem
Not scalable for larger enterprises
Best for
Small businesses and startups looking for an affordable cloud-based document management platform with built-in collaboration.
10. FileHold
Ratings ⭐⭐⭐⭐⭐
G2 4.6/5 | Capterra 4.7/5
Overview
FileHold is a DMS built for organizations that need compliance, security, and records management in a simple platform.
Available as an on-premises or private cloud solution, it is particularly well suited for organizations where document governance and information control are important.
The platform includes hierarchical document libraries, metadata tagging, workflow automation, retention scheduling, audit logging, and a built-in document viewer for annotations, redactions, and digital signatures. These capabilities make FileHold a strong choice for organisations managing sensitive documents throughout their lifecycle.
Key features
Records management
Workflow automation
Metadata tagging
Retention scheduling
Audit logging
Built-in document viewer with annotations and redactions
Pricing
There are four different plans available, ranging from $10 to $30 per month. Depending on the size of your organization, you can go for the cheaper plans per user.
Supports digital signatures, redactions, and annotations
❌ Cons
Interface can be outdated
Suited for larger organizations with dedicated IT teams
Expensive licensing and infrastructure requirements
Best for
Government agencies, healthcare providers, manufacturers, legal firms, and other organizations with stringent compliance and records management requirements.
How to choose a DMS?
There is no right or wrong answer.
Every business and organization has its own set of needs. What makes a DMS the best option is that it suits your needs completely.
Use case
Recommended solution
Why it stands out
Best overall
Dokmee
Offers the best balance of document management, workflow automation, AI features, deployment flexibility, and security for organisations of all sizes.
Best for enterprises
Laserfiche
Designed for organisations with complex workflows, strict compliance requirements, and large document volumes.
Best for Microsoft businesses
Microsoft SharePoint
Ideal for organisations already using Microsoft 365, with seamless integration across Teams, Outlook, Word, Excel, and OneDrive.
Best for SMBs
Revver
An intuitive platform that delivers strong automation and document management without the complexity of enterprise systems.
Best for sales teams
PandaDoc
Combines document management with proposal creation, approvals, contract tracking, and electronic signatures.
Best for Google Workspace users
Google Workspace
A natural choice for businesses already collaborating through Google Drive, Docs, Sheets, and Meet.
Best metadata-driven DMS
M-Files
Uses metadata rather than folders to organise and retrieve documents, making it ideal for complex information management.
Best budget solution
Zoho WorkDrive
Provides affordable cloud document management and collaboration for growing businesses with straightforward requirements.
If you’re looking for a DMS that checks out all your boxes, try Dokmee today.
