5 best document management software

This article will look at the five best-rated document management tools and their features, as ranked by the users of Capterra.co.uk

Businesses need to manage their documents efficiently. With digitalisation and the large number of data companies can generate, software for document management can help small to midsize enterprises (SMEs) transition from using paper documentation to securely storing and managing their documents digitally. 

Document management software lets users capture, store, track, and manage documents, while keeping a version history so that previous drafts can be accessed. The content in these documents can also be parsed with full-text search features. Additionally, these features can let businesses work with images of paper documents and photographs too. 

Systems that enable document management can help team members stay updated on project schedules or document drafts, increasing collaboration by allowing members to work on the same draft from diverse locations. 

This article covers the five top-rated document management software on Capterra, listed in alphabetical order. For this list, we considered products with at least 50 reviews over the last year and a minimum overall user rating of 4.5 out of 5 stars. All tools offer the core features of document capture, document storage, and full-text search. In addition, these products also provide collaboration tools and file sharing to help teams work on the same documents. You can find the detailed methodology at the bottom of the page. 

1.

Connecteam

• Overall rating: 4.8 / 5
• Ease of use: 4.7 /  5
• Customer service: 4.9 / 5
• Features: 4.6 / 5
• Value for money: 4.8 / 5

Connecteam’s cloud-based and web-based software lets managers create forms or select templates from their desktops. Employees can also fill in digital forms that have been assigned to them. The platform ’s digital forms include checklists, reports, requests, and more. Documents can be stored in one digital location, where they can be regularly backed up and safeguarded against data loss.

Additionally, users can automate information gathering, keep digital records of their information, notify employees of missing forms, approve or reject documents, and find the documents they need using Connecteam’s search bar. 

The software comes with a free version that offers unlimited checklists and forms from a template library for up to 50 users and offers a free trial of its premium features, including customisable publishing and automation. After the trial ends, users can opt for the free-for-life plan or subscribe to the premium version to continue using the Connecteam Digital Forms features. See the company’s website for pricing information.

Notable features include:

• Collaboration tools
• Access controls and permissions
• File sharing
• Unlimited checklists

2.

GoFormz

• Overall rating: 4.7 / 5
• Ease of use: 4.7 / 5
• Customer service: 4.8 / 5
• Features 4.6 / 5
• Value for money: 4.7 / 5

GoFormz is a form automation tool that converts paper forms into electronic forms. GoFormz is useful when businesses have multiple documents that need to be transformed into digital forms that can collect and share data. The software can capture signatures, images, and text that can be automatically routed to team members. 

Available on the web or as a mobile app, GoFormz has a free version for single users that only allows a one-form template. Upgrades such as unlimited forms and automated emails are available with a premium plan. Its premium version includes all the advanced features, like full API access, custom integrations, and email/phone support. However, customer support is only available in the UK. See the GoFormz website for more information on pricing.

Notable features include:

• Collaboration tools
• Access control and permissions
• Drag and drop
• File sharing

3.

Google Drive

• Overall Rating: 4.8 / 5
• Ease of Use: 4.7 / 5
• Customer Service: 4.4 / 5
• Features: 4.6 / 5
• Value for Money: 4.7 / 5

Google Drive is a cloud-based file sharing platform that allows users to store and share contacts, photos, videos presentations, recordings, and more. It is also an integral part of a full office suite. Users can store documents they create online on Google Drive, in addition to files they have on their computer. If employees use Google Docs, Sheets, or any Google Workspace tools, they are automatically saved on Google Drive.

Google Drive is free to sign up for, and you get 15GB of space. If you need more storage space, you have to pay for a Google One account. Storage space can be increased and additional features such as photo-editing and support via phone or chat are included in premium plans. You can find the pricing on their website.

Notable features include:

• Collaboration tools
• Access control and permissions
• Drag and drop
• File sharing
• Encryption
• Advanced search capabilities

4.

Process Street

• Overall rating: 4.7 / 5
• Ease of use: 4.6 / 5
• Customer service: 4.8 / 5
• Features 4.5 / 5
• Value for money: 4.7 / 5

Process Street is a cloud-based, no-code process management platform for teams. The platform is apt for all departments in both SMEs and larger companies, but in particular for human resources (HR), customer service, sales, and marketing teams.

Process Street lets users organise and track processes by creating workflows based on templates and adding fields, rich content, media, and documents with its drag and drop features. Processes can be shared or assigned to team members. Also, members who have permission can access and make edits via the checklist dashboard.

The platform offers three different plans: Free, Pro, and Enterprise. The free version allows one user to run one workflow and has unlimited storage, albeit at 5MB per file. Alternatively, users can try out the Pro version, which allows unlimited storage of rich media at 100MB per file, on a two-week trial. More information about the pricing options can be found on the Process Street website.

Notable features include:

• Collaboration tools
• Access controls and permissions
• Drag and drop
• File sharing

5.

Tresorit

• Overall rating: 4.9 / 5
• Ease of use: 4.7 / 5
• Customer service: 4.7 / 5
• Features: 4.6 / 5
• Value for money: 4.5 / 5

Tresorit is a cloud-based storage service that helps businesses comply with the General Data Protection Regulation (GDPR) data protection requirements. The platform offers end-to-end encryption, constant monitoring, and continuous patching that automatically sends updates to address vulnerabilities that could lead to security threats.

Tresorit works on all major operating systems. Users can also integrate their documents with Outlook and improve their security by setting passwords or expiry dates to their links or documents when they are shared internally or externally, or by limiting the number of times they can be accessed. 

This software also includes collaboration features such as version history and file restoration. These features help track changes and recover previous versions when several people are collaborating on the same document. Additionally, users can access their data from desktops or mobiles as well as store and manage files on the Tresorit Drive feature.

If users need support, they can find it through the company’s knowledge base, internal messaging, or by contacting Tresorit on social media. Tresorit has a free version and a 14-day free trial of its premium packages.

Notable features include:

• Collaboration tools
• Access controls and permissions
• Drag and drop
• File sharing
• Encryption

Commonly asked questions

Switching from paper-based systems to digital, cloud-based systems has many benefits, but choosing the right document management system can seem an arduous task. Here are some important questions to consider when making your selection:

• Does the document management system integrate with the current software you have?
• Do you handle documents with sensitive data that may require authorisation or access permissions?
• How much space do you need for documents? 
• What features do you need for your document management software?
• Are you looking for free document management systems or do you have a budget for premium features?