18 Document Management Software Tools

Document Management Software is defined as a system (based on computer programs in the case of the management of digital documents) used to track, manage and store documents and reduce paper.  This software can be utilized in many facets of business whether you have videos and pictures you want to store in the cloud to documents you ultimately want to share and collaborate on with your teammates.

As we categorize document management software into the buckets of the sales and marketing continuum, we firmly believe there are roughly 5 areas DMS strongly fits in including DMS for data collection, collaborating, proposal stage, presentations, and contract & signing.

  • Data Collection – desktop or cloud storage and management of documents
  • Collaboration – a teams ability to collaborate in real time on those particular documents.
  • Proposal/Contract Signing – DMS that allows for proposal creation and contract signing collaboration via the cloud
  • Sales & Marketing Presentation – Software that allows for document management, collaboration, file sharing, and presentation development.

Presentations Stage (Document Management Software)

CustomSh0w – Business Presentation Software

Customshow is a presentation software program used mainly for businesses and companies with more than 25 employees.  With over 40 years of rich presentation history, the software company was created out of the presentation design agency, Sales Graphics.  The software allows companies and organizations to build better custom branded presentations that look light years better than your typical powerpoint presentation.  We would consider ourselves a great sales enablement tool because sales professionals benefit a great deal from the software.

The ability to create customized and branded presentations; slide library; cloud-based; analytics; ability to conduct web meetings; connects to Sales Force; ability to deliver on-line and off-line as well as via multiple devices (desktop, iPad); great with video; can upload powerpoint slides and customize to your own brand standard; import powerpoint presentations into the software

Clearslide (Formerly SlideRocket)

clearslide

Clearslide purchased Sliderocket several years ago.  If volume sales is important to you, Clearslide could be a good tool for you.  There is more emphasis on the sales and tracking than the presentation creation side of the software.  After going through a series C $50 million round of funding, the company is focusing more on sales enablement more broadly and less on presentations specifically.  Nonetheless, the tool is worth reviewing.

You can upload files from Keynote, Powerpoint, PDF, Excel and other formats; good metrics; online delivery; slide sharing.  Interface is complex and limited in the ability to create “better looking presentation”; video isn’t seamlessly integrated into presentations.

Data & Information Collection/Management

Google Docs

google docs logo

Google docs is simply the free gold standard of document sharing services.  The ability to share Word, Excel, Powerpoint, and Access documents with anyone with an email is powerful.  But the level of functionality compared to their traditional desktop version is lacking.

Google docs is great to use for teams that are nimble and don’t need any particular grandiose solution that does a particular function.  Even though Google Docs has been placed in Data Collection, it is often used for collaborating with people and teams.

DropBox

dropbox logo

Dropbox has become the gold standard for document sharing and document management.  Dropbox is simple and easy to use for many users.  You can do both traditional documents as well as videos for sharing.  You can also edit presentations with teammates without emailing files back and forth. When you edit a file in a shared folder, everyone gets the update automatically.

Dropbox is a relatively inexpensive solution for file sharing and is probably the most popular file sharing application.

Zoho Docs

zoho logo

Zoho Docs is an online document management software that lets you manage and store all your files on the cloud.  In addition to their standard storage and sharing features, you can also collaborate on various documents with associates.

Efilecabinet

efilecabinet logo

eFileCabinet provides cloud and client/server solutions, including:eFileCabinet Desktop, a document management software (DMS) to store and manage important business documents; eFileCabinet Online, a hosted DMS solution; and SecureDrawer, a client portal/file sharing service to share and collaborate.

Many of the cool features with eFileCabinet includes scan and make files digital, organize your documents, send files in multiple formats, locate files and categorize very quickly, and create password protected files.

Digital Drawer

digital drawer logo

DigitalDrawer is on-premise, secure digital filing software used in many small & medium businesses, such as retail, manufacturing, realty, education, etc.

DigitalDrawer is designed for departments and small to mid-size organizations looking for a system that can electronically manage all of its files at a reasonable cost.  Customers primarily buy DigitalDrawer because of its:

  • Strong Security
  • On-premise document storage
  • Ability to scan and import multiple documents at a time
  • Ease-of-use

With DigitalDrawer, your business can quickly and easily capture, store, organize, and manage all of its paper records, while simultaneously protecting itself from the very real possibility of losing important documents due to water damage, fire, theft, or simply misfiling a document.  Backup DigitalDrawer locally or to the Cloud and restore as needed.  From now on, you will have what you need when you need it.

Box

box logo

An online file sharing and content management service for businesses. The company uses a freemium business model to provide cloud storage and file hosting for personal accounts and businesses.

Box works in any browser and allows you to easily store and manage all your content online. It also lets you share files instantly and access documents from anywhere. No matter what device you choose, get fast, easy access to documents, project plans, presentations and videos. Always have the latest pitch for your customers, on or offline. Box makes it easy for administrators to maintain a central view of all content and users in their account through a powerful admin console.

Filehold

filehold logo

The company has developed enterprise grade document and records management software that is: affordable, easy to install, configure and support.  The product is sold, installed and supported using remote web based techniques. Deployment and configuration time of the document management software has been reduced to hours and days from weeks and months compared to the traditional offerings.

Its suite of features provide for document scanning, capture, indexing, storage, search, versioning, and document workflow review and approval. FileHold can be installed locally on your server for total security or in the cloud.

Document Locator

document locator

ColumbiaSoft provides Document Locator enterprise document management software to capture, manage, and share paper, email, and digital documents.

Windows integration combines with convenient cloud hosting for an easy-to-use document management solution that needs no support from IT.  You can also access important files anywhere from inside Windows, in a Web Browser, on a tablet, or virtually any smart phone.

Team Collaboration

HighTail

hightail logo

Hightail aims to free the world’s creativity by making creative collaboration more intuitive and accessible. As the company that helped creative professionals share their large video, design, artwork, photography and presentation files for more than a decade, Hightail is uniquely positioned to solve the problems of creative collaboration. Having seen files labeled from “v.1” to “v.12” being sent back and forth, we knew there needed to be a better way to share ideas, collect feedback and get to the final version.

EverNote Business

evernote business logo

Evernote Business makes the ideas, research and expertise of your team easily discoverable, creating an open, productive and smarter workplace.  Bottom line, Evernote is all about productivity.  Some of the great features includes collaborating in a single workspace, keeping team projects and work together, and sharing and giving feedback in one app.  You can also sync across computers and phones and collect images, files, and web research.

Smartsheet

smartsheet logo

Regarded for its online project management, collaboration, and file sharing features, Smartsheet’s intuitive spreadsheet-like app is used broadly to track and manage diverse types of work including: team projects and task lists, customer information, sales pipelines, event schedules, and business processes.

Customers can access their accounts online via www.smartsheet.com or through integrations with leading web services. Smartsheet is a top-rated online project management solution for Google Apps and Salesforce, and is also integrated with leading web apps such as Box, Dropbox and Zapier.

 

Onehub

onehub logo

Onehub helps businesses securely share and control files in the cloud. Share files, data and information with confidence.  It’s features are standard features including dragging and dropping uploading, doing version control (any time changes are made to a file, OneHub genereates a new version behind-the-scenes), folder organization, and also archiving downloading for you.

Inforouter

inforouter

Document management software that streamlines the day-to-day business activities of thousands of companies around the globe, saving them time and money.

The infoRouter document management system only requires a server side installation that has a few easy steps. There are no client-side components to install.  Using the Import/Export Tool, you can import all of your existing documents into infoRouter.infoRouter allows you to share information on drives that are not shared, so you can go ahead and get rid of all the mapped drives. Implementing and maintaining security on these mapped drives will no longer be an issue.

The infoRouter Enterprise Document and Content Management system is highly scalable. Up to 100 servers can share the workload making it virtually impossible to outgrow.

Papertracer

papertracer logo

With Papertracer, you can automate your workflows and digital documents online. Simplify your audit procedures to support management and regulatory compliance requirements.

The company has two types of software.  PaperTracer Enterprise allows you to choose from customizable templates or create your unique integrated solution—all without a developer.   PaperTracer Express offers the most commonly needed templates rightsized for small and medium business (SMB) clients.  This software company seems more centered on Healthcare companies.

Contract/Proposal Signing DMS

 

DocuSign

docusign logo

DocuSign empowers anyone to make every decision, approval, workflow, and signature fully digital. Learn how you can DocuSign and Go from anywhere. DocuSign makes any workflow or approval simple, secure and fully digital, so you can get on with your business, and your life.

DocuSign works with the services and applications such as Microsofy, Salesforce, Google, and Apple.

eSignLive

esignlive logo

A DocuSign competitor, eSignLive allows customers deploy behind your firewall or in the cloud without compromising on your requirements.  You can capture signatures on your website, at a point-of-sale, or out in the field using a desktop, laptop, or mobile device. Signers are not required to download anything and can e-sign using only a standard web browser. eSignLive supports click-to-sign, handwritten signature capture, fax-back signing, and more.

It also comes with multiple signers, multiple signatures per signer, multi-party routing, document and signing order, sequential and parallel workflow – we have your basics covered. And with support for document insertion, proxy signing, paper-based review and much more, we can support even the most complex workflow requirements.

Data can be captured before or during a transaction, merged with PDF documents and instantly reflected in the documents. eSignLive supports a number of data field types including text, check boxes and drop down. Fields can be flagged as required or optional.

justin

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