Top Document Management Tools + How to Choose the Right One
Here’s a reality check: in the third quarter of 2024 alone, over 422 million data records were exposed in data breaches worldwide. The human element is involved in 68% of breaches, while lost files, accidental leaks and unclear permissions remain some of the biggest causes.
If your team shares contracts or client documents through messy folders and long email threads, you’re not just wasting time. You’re exposing your business to unnecessary risk. A secure, organized document management system protects sensitive information, maintains clear version control and shows your clients that you take their trust seriously.
What is a document management system?
A document management system is software that helps you store, organize and control all your electronic documents in one secure place. It gives your team and clients easy access to the right files when they need them.
Unlike simple file storage tools, document management tools do more than just save files. Many document management systems allow version tracking, permission setting and keeping audit trails to meet compliance requirements. They also go deeper than enterprise content management (ECM) platforms, which is great if you also work with client-facing documents, not managing every type of company data.
Document management software use cases
A good document management system keeps all files organized and secure. Instead of sending sensitive information via email, it makes documents secure, easy to find and share and helps your business work more efficiently with clients and partners. Here’s what you can use it for:
- Contracts and proposals: Keep everything in one integrated document management system so your team and clients can access the same documents and track changes without version chaos.
- Invoices and financial statements: Organize payment files securely, making it easy to upload business documents, share them with finance teams or clients and manage document-related workflows.
- Legal documents and compliance files: Protect sensitive information in a secure system that tracks electronic documents with full audit trails.
- Client onboarding materials: Store and manage them so new clients can access documents they need in one place instead of chasing scattered attachments.
- Standard operating procedures (SOPs) and training docs: Centralize SOPs and training materials to make a complex process clear for your team, allowing everyone to find, view and update existing documents when needed.
Why do you need a document management system?
Disorganized file systems waste valuable time and create version control problems. When teams work on different versions of the same digital files, errors can occur. These mistakes can cost you clients and revenue.
Remote and hybrid work increase the need for secure and centralized document management solutions. Your employees should be able to store, track electronic documents and manage document-related workflows without digging through endless email chains.
Customers expect faster and more professional document exchanges, too, especially when you work with clients remotely. A modern document management system shows that you take their privacy seriously and helps you deliver a smooth experience.
Industry regulations like HIPAA, GDPR and SOC 2 make secure document workflows non-negotiable. You need controlled access, clear audit trails and software tools that keep your electronic documents safe and compliant.
As one G2 reviewer put it after working with a secure, high-quality document management system:
I do not have to worry about sensitive documents being seen by the wrong people, and the audit trail gives me confidence when I need to double-check who viewed or edited something.
You’ll find tools like this further down in the list, each helping you protect data and support how your team works.
Key features of a great document management system
The right document management system should protect sensitive client data, reduce repetitive tasks and make it easy for your team to access the files they need, when they need them. It allows multiple users to stay aligned, work more efficiently with clients and avoid the risks that come with version chaos or accidental data leaks.
These are the top features to pay attention to when browsing top document management tools:
- Cloud storage and centralized access: Look for platforms that store all documents in a single secure location, accessible from any device, to avoid scattering.
- Advanced search and tagging: Tools with metadata tagging and full-text search can save time when you're managing hundreds of files across projects or departments.
- Version control and audit trails: The ability to track changes, access document history and maintain visibility into who did what can be essential for accountability and compliance.
- Permission settings and user roles: Comprehensive access controls let you manage internal and external collaborators without exposing sensitive information.
- E-signatures and approval workflows: Built-in options for digital signing, task assignments and approvals help reduce bottlenecks and manual handoffs.
- Secure file sharing: Sharing tools should offer encryption, expiration settings and access controls to ensure safe delivery of sensitive files.
- Mobile access: Some solutions offer mobile apps or browser access that let users upload files, leave comments or approve documents on the go.
- Client portals or external collaboration: If you work directly with clients, a branded space for document exchange, feedback and updates can improve professionalism and trust.
Top document management systems: Comparison table
10 best document management tools for 2025
Does anyone have the time to browse dozens of document management solutions? We’ve already done that and narrowed the list down to the top ten software programs to help you select the one most suited for your business.
Clinked
If endless email chains and scattered folders are slowing down your client work, Clinked is here to turn that chaos into order. More than just a document management system, Clinked is a secure, fully white-labeled client portal that combines file sharing, real-time collaboration, project management and client communication in one customizable platform.
Moreover, Clinked gives you advanced controls like two-factor authentication, Single Sign-On and detailed audit trails so you always know who can access your files. It offers advanced capabilities not typically found in lower-priced tools, making it a strong fit if your business needs a secure and branded experience for every client interaction.
Key features
- Version Control: Track, compare, restore, and manage versions easily
- Instant File Viewing: Preview files without downloads, across multiple formats
- Tagging & Tag Clouds: Organize content visibly and improve searchability
- Virtual Data Room: Secure online repository for due diligence and high-stakes transactions
- Audit Trail: Monitor user actions with detailed logs and reports
- Document Watermarking: Deter unauthorized sharing and enhance security
- File Approval Workflow: Streamline sign-offs, feedback collection, and track status
- Real-time Collaboration: Chat, online document editing and annotation tools
- E-signature: Integrations with DocuSign and Acrobat Sign
- Bank-grade security: ISO 27001, GDPR and HIPAA support, two-factor authentication, Single Sign-On
Best for
Client-facing businesses, including legal, finance, consulting, creative agencies and professional services. It stands out for offering a fully white-labeled portal with flexible modules for secure document management, project tracking, approvals and team communication. Unlike simpler tools, it also includes a branded mobile app and advanced compliance features, making it a powerful all-in-one workspace for client collaboration.
Pricing
Clinked offers four flexible plans for effective client collaboration and document management:
- Lite: $119/month
- Standard: $299/month
- Premium: $599/month
- Enterprise: Custom pricing
All plans include bank-grade security (ISO 27001, GDPR), permissions down to the file level and modular options for advanced Virtual Data Rooms and e-signature integrations.
DocuWare
DocuWare is a flexible document management software that lets your employees access documents instantly, automate repetitive tasks and protect sensitive data. It centralizes electronic documents from different sources and extracts key data for structured storage, whether your team works in the office or remotely.
Key features
- Centralized Document Repository: Centralized document capture and storage for digital and scanned files
- Automated Workflow Management: Automate data entry, version control, approval routing, and reminder notifications
- Secure Access & File Sharing: Role-based access permissions and encrypted file transfers
- Native File Handling Capabilities: Built-in tools to view, edit, send, and download files without needing third-party apps
- Flexible Deployment Options: Choose between cloud-based SaaS or on-premise setups to meet infrastructure or compliance needs
Best for
Small to mid-sized businesses that want to automate manual processes and ensure secure, organized document workflows. DocuWare stands out for offering both cloud and on-premise deployment, along with built-in automation features like approval workflows, version control and task reminders.
Pricing
DocuWare doesn’t have transparent pricing on its website.
M-Files
M-Files is a document management solution that uses smart metadata instead of traditional folders to help your teams know where to store documents and how to find them easily. It fits with familiar tools like Microsoft Office, Google Workspace, Teams and Salesforce, making it easy to create, access and manage documents without switching between apps.
Key features
- Metadata-Driven: Organize documents using metadata tags to enable faster, more accurate search and categorization
- Third-Party Integrations: Integrations with Microsoft 365, Google Workspace, Teams and Salesforce
- Smart Templates & Data Merge: Use templates that pull data from CRM and ERP systems to auto-fill documents and reduce manual input
- Offline Document Access: Work with documents without an internet connection, syncing changes once back online
- Workflow Automation: Automate reviews, approvals, and retention schedules for better compliance and efficiency
- Advanced Permission Controls: Combine role-based access, version history, and audit trails to ensure security and traceability
Best for
Big teams that want to cut down search time, reduce errors and keep all electronic documents consistent and easy to manage across multiple systems. M-Files stands out for its metadata-based organization and deep integrations with tools like Microsoft 365, Salesforce and Teams, which help unify document workflows across departments.
Pricing
M-Files pricing is not transparent on their website.
Dropbox Business
Dropbox Business is a cloud-based document management solution that helps individual professionals and teams store, access and share files across devices. It combines simple storage with file recovery, PDF editing, branded sharing links and admin controls for larger teams.
Key features
- Cloud Storage & Team Folders: Shared cloud folders with version history for easy collaboration
- Extended File Recovery: Restore deleted files for up to 180 days or 1 year (based on plan)
- Large File Transfer Support: Send files up to 100 GB (250 GB for Enterprise plans)
- PDF Tools & E-Signatures: Edit PDFs and collect e-signatures within the platform
- Secure File Sharing: Protect shared files with passwords and custom branding
- Enterprise-Grade Admin Controls: Includes admin roles, compliance tracking, and SSO (advanced plans)
See also 10+ Best Dropbox Alternatives for Businesses in 2025
Best for
Freelancers, small businesses and larger organizations that want straightforward cloud storage with added admin and security options. Dropbox Business stands out for its simple interface, built-in file recovery, and admin tools that support basic compliance and team management without added complexity.
Pricing
- Plus: $11.99/month (individual, 2 TB)
- Professional: $19.99/month (individual, 3 TB)
- Standard: $18/user/month (team, 5 TB)
- Advanced: $30/user/month (team, 100 TB)
Zoho WorkDrive
Zoho WorkDrive is a secure online platform and centralized repository for your team’s files and documentation. It’s part of the larger Zoho Office Suite, so if you choose this option, you can write, crunch numbers and create presentations with built-in collaboration and AI-powered insights to save time and improve productivity.
Key features
- Real-Time Collaboration: Work together on documents with centralized storage and live updates
- Team Folders with Access Logs: Shared folders with granular permissions and activity tracking
- Role-Based Access Controls: Manage access for both internal users and external collaborators
- Scalable Storage & Upload Limits: Storage and upload capacity grow with your team size
- AI-Powered Search Tools: Use AI for text extraction and faster, smarter document search
- Zoho Ecosystem Integration: Connect with Zoho apps for handling tasks like accounting and HR
Best for
Small and medium businesses that want a secure, scalable solution. What makes Zoho WorkDrive stand out is its tight integration with the broader Zoho ecosystem, allowing you to connect documents with other functions like finance, CRM and HR in one platform.
Pricing
- Starter: $3/user/month
- Team: $6/user/month
- Business: $11/user/month
Google Workspace
Google Workspace is one of the most popular paperless document management solutions. Teams can store files in Google Drive, collaborate in real time on Google Docs, Sheets and Slides, work with Microsoft Office files and PDFs, and use built-in version history, AI-powered search and activity tracking to stay organized.
Many businesses extend the Google Drive capabilities with AODocs, an add-on that allows advanced document control, metadata, workflow automation and compliance features.
Key features
- Real-Time Co-Editing: Collaborate on documents, spreadsheets, and presentations simultaneously
- Secure Cloud Storage: Store files with flexible folder structures and detailed sharing permissions
- Version History & AI Search: Track file versions and quickly locate content with AI-powered search
- Advanced Document Controls (AODocs): Add metadata tagging, retention policies, and custom workflows
- Low-Code Customization: Build business processes and apps with minimal coding
- Full Audit & Lifecycle Management: Includes audit logs, fine-grained permissions, and document lifecycle tools
- Compliance Support: Tools to support ISO 9001, GDPR, FDA 21 CFR Part 11, and other standards
Best for
Teams that need to manage a large volume of collaborative documents while meeting strict compliance and retention requirements. What makes this setup stand out is the combination of Google Workspace’s real-time editing tools with AODocs’ added layers of metadata tagging, workflow automation and audit-ready document control (features not available in standard Google Drive alone).
Pricing
- Starter: $8.40/user/month
- Standard: $16.8/user/month
- Plus: $26.40/user/month
Docsvault
Docsvault is an on-premise document management tool that helps teams save, organize, secure and share both paper and digital files from one centralized location. It has a familiar file folder structure, metadata-driven filing and customizable fields letting you keep documentation consistent.
Key features
- Centralized File Repository: Store digital files and scanned records in one unified location
- Structured Filing System: Use folder hierarchies and metadata for consistent organization
- Filename Templates: Standardize document names with pre-set naming conventions
- Version Tracking & Recovery: Monitor updates, recover past versions, and verify changes
- Real-Time Collaboration: Collaborate with comments, annotations, and access controls
- Built-In Workflows & Signatures: Automate approvals, eForms, signatures, and retention policies
- Advanced Document Tools: Use request links, virtual PDF printers, and custom reports
Best for
Companies that want a flexible, on-premise solution for document management, especially teams that need to handle large volumes of paper and electronic documents with strict access controls. With its familiar folder structure, customizable metadata and built-in workflow tools, Docsvault gives you full control without relying on the cloud.
Pricing
Docsvault is licensed per user. Pricing is not transparent on their website. A 30-day free trial is available.
ClickUp Docs
ClickUp Docs is part of the larger ClickUp work management platform, an all-in-one space that allows you to create wikis, project plans, SOPs, knowledge bases, tasks and workflows. You can build nested pages, embed bookmarks and tables, and connect Docs directly to tasks to keep client communication and work organized.
Key features
- Customizable Docs & Wikis: Create with templates, nested pages, and rich styling options
- Real-Time Collaboration Tools: Collaborate via comments, tags, and action item tracking
- Workflow Integration: Link docs to tasks and project updates for better coordination
- Centralized Docs Hub: Search, sort, and verify shared team knowledge and resources
- Privacy & Sharing Controls: Manage access with internal/external permissions and visibility settings
- Time Tracking & Dashboards: Track time and monitor progress with built-in project dashboards
- Tool & Platform Integrations: Connect with a wide range of third-party apps and services
Best for
Small to mid-sized organizations that want document creation and management tightly connected to task tracking and project workflows. ClickUp Docs stands out by combining Docs, tasks and dashboards in one interface, reducing the need to switch between multiple tools.
Pricing
- Free Forever: $0
- Unlimited: $10/user/month
- Business: $19/user/month
Revver
Revver is an intelligent document processing platform that combines AI, machine learning, and OCR to help businesses automatically extract, organize and act on data from mixed document types. Revver helps teams reduce manual document work by handling all the steps from uploads and scans to metadata extraction, supported by easy-to-use no-code automation.
Key features
- Smart Extract AI: Automatically identifies and pulls key metadata from documents
- Advanced OCR Capabilities: Recognizes text and handwriting in scanned images and PDFs
- Flexible File Import Options: Upload or import files from email, scanners, folders, and more
- Metadata-Driven Automation: Use metadata for search, approvals, routing, and governance
- No-Code Workflow Templates: Automate repetitive tasks with customizable, no-code workflows
- Built-In eSignature Tools: Securely sign and manage agreements directly within the platform
- Advanced Sharing Options: Share documents securely with internal and external collaborators
Best for
Teams that need to handle large volumes of unstructured documents, automate data entry and improve accuracy with AI-powered document management. What sets Revver apart is its combination of Smart Extract AI, metadata automation and no-code workflows that simplify complex processes without manual setup.
Pricing
Revver’s pricing is not available on their website.
Box
Box is a secure document and content management platform that helps organizations manage files, keep up with compliance and protect sensitive data. With its AI-powered tools, you can organize, search and govern your documents more efficiently, making it easier to deliver results and stay productive in all departments.
Key features
- Centralized Document Management: Manage all documents in one place with unlimited storage
- AI Metadata & Smart Alerts: Extract metadata and receive context-aware notifications
- Retention & Lifecycle Management: Set flexible schedules for document retention and disposal
- Intelligent Search & Indexing: Quickly retrieve files with advanced search and indexing tools
- E-Signatures & Secure Sharing: Enable fast signing, secure sharing, and external collaboration
- Popular Software Integrations: Connect with Microsoft Office, Salesforce, Google Workspace, and more
- No-Code Apps & Custom Views: Customize content management with apps and metadata views for each team
Best for
Businesses that need secure content management for complex, content-heavy workflows like legal case files, contracts, HR documents or accounting records, with strong compliance and governance requirements. Box catches the eye with its unlimited storage, built-in AI tools and support for advanced compliance standards like HIPAA and FedRAMP.
See also 10+ Best Box Alternatives for Businesses in 2025
Pricing
Box offers different pricing models for individuals and small teams with limited features. As for their business plans, the pricing models are:
- Business: $20/user/month
- Business Plus: $33/user/month
- Enterprise: $47/user/month
The future of document management is collaborative, secure and client-focused
Relying on scattered folders and endless email attachments is no longer enough to manage your documents effectively. A modern document management system is one of the essential tools for growing your business: allowing your team to organize information, control access and deliver a secure and professional experience for clients. The right platform helps your organization protect sensitive data so you can stay productive and compliant.
Clinked stands out as an example of how document management should work: secure file management, a branded client portal, real-time collaboration tools, and total control over who can access each file. It’s an integrated solution that helps you keep your organization on track while addressing client needs and regulatory requirements.
Book a Clinked demo or start your free trial today.
FAQs
Is a DMS the same as cloud storage?
No. Cloud storage is just a place to save files online; a document management system (DMS) lets you organize files, manage permissions, track versions and automate document-related workflows. A DMS provides more control and security than basic cloud storage.
What’s the difference between ECM and DMS?
Enterprise Content Management (ECM) is broader than DMS and covers all types of content, including documents, emails, web pages and rich media. A DMS is specifically for storing, managing and securing documents, often with stronger tools for collaboration and version control.
What are the top 5 document management systems?
The best choice depends on your team’s needs, but five highly regarded document management tools are Clinked, DocuWare, M-Files, Zoho WorkDrive, and Box. Clinked is especially strong for client-facing collaboration, while others vary in strengths across automation, metadata control, integrations or on-premise flexibility.
Is Office 365 a document management system?
Microsoft 365 (formerly Office 365) includes OneDrive and SharePoint with basic storage and collaboration features. While these tools cover some DMS functions, many teams choose a dedicated document management system for stronger permissions, workflow automation and compliance support.