A lot of people are using document management software, but not everyone is aware of the best options out there. This article will help you find the right software to use for your company or organization.
The best document management system is a software that helps to manage documents. It is important for business owners to keep track of their documents and make sure they are stored in the right place.
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Private information is constantly exchanged between companies and their clients and consumers. They may lose a wonderful connection in an instant if a single document gets into the wrong hands.
Document management software is used by everyone I deal with, and you should as well. Once you get started, you’ll see that it provides you with a slew of benefits in addition to security.
Document management software may make a difficult process much simpler, whether you’re attempting to go green, remain organized, or comply with the most stringent standards.
Finding the appropriate one for your requirements is crucial. I’ve compiled a list of the best five document management systems in my opinion.
You’ll notice that these items fulfill a variety of functions. Let’s go through why each one is important and how to choose the best one for you.
#1 – DocSend Review — The Most Effective Sales Engagement Software
DocSend is a simple document management system that gives you valuable insight into how people engage with the files you share. Know who has read your pitch and who has stopped reading emails.
It’s also quite simple to use. Instead of emailing the files directly, you may share secure links after they’ve been posted to DocSend.
You may also provide URLs to virtual data rooms, which store a variety of information. For your consumers, keep everything in one location. Protect the data room connection with a password, set restrictions, and even require someone to sign an NDA before seeing specific documents.
You won’t have to alter how or where you save your files since DocSend works with all of the leading storage systems. It will simply be simpler and more secure to send them.
There will be no more attachments, no more requesting that leads download large files, and no more ending up in a client’s spam folder.
You’ll receive a notice whenever someone clicks on a link you’ve shared, and you’ll be able to see how they interacted with the document. See whether they forwarded your paper and receive page-by-page statistics to see how much time they spent on each page.
What is it that is truly grabbing the customer’s attention? You now know.
These information may be very useful in determining what really connects with each consumer.
The option to create Spaces is another useful feature. You may centralize all of your sales materials and utilize variable permissions to ensure that various clients have access to the appropriate files.
You may establish passcodes, expiration dates, and subsequently remove access to a document whenever you share it.
All of these capabilities have clear sales applications, but DocSend will shine for companies that need detailed engagement data. I’m thinking about fundraising and marketing, but basically anybody who benefits from knowing how interested their readers are in their papers.
You also get the following with DocSend:
- Deal rooms and branded areas
- Documents that can be signed
- Reporting on team engagement
- Trails of audits
- Watermarking
- NDA with a single click
This final function, in particular, is very beneficial when it comes to exchanging sales materials. Make it such that all visitors must sign a nondisclosure agreement (NDA) before seeing a document, even if it was sent to them by someone else.
Increase the protection of your intellectual property and avoid the back-and-forth associated with conventional NDA signature.
The following price levels are available with an annual membership to DocSend:
- Personal: $10 per user per month
- Standard: $45 per user each month
- Advanced: $150 per user per month
- Contact the company’s sales department.
The Personal plan is ideal for business owners who need to exchange sensitive information while maintaining complete peace of mind. They also receive excellent document-level analytics to see how proposals are being used.
The Standard plan is suitable for any company, while the Advanced plan meets the most stringent compliance standards.
DocSend offers a 14-day free trial that allows you to try out all of the premium features.
#2 – FileCenter DMS Review – The Best Paperless Solution
FileCenter DMS is far ahead of the curve when it comes to assisting businesses in moving beyond the file cabinet and into the future.
First and foremost, it offers a fantastic user interface for keeping organized even throughout the most difficult projects. You can quickly split and label data, as well as automate document separation and routing.
Anyone who has used Windows previously will find the interface quite familiar. Navigating your documents is the same, but the sophisticated optical character recognition (OCR) capabilities give you a slew of new abilities.
With FileCenter DMS, text recognition is so excellent that you can make OCR an automated component of the digitizing process. When a scan is received, FileCenter may automatically read the text and identify the document.
When you scan a document, it becomes searchable, indexable, and copyable. Instantly. You may also use OCR on previously scanned documents.
What about this idea? With a single click, you may scan a document and convert it to a Word document. FileCenter extracts the text, then sends it to Word.
It should be obvious how FileCenter DMS may help you accelerate your efforts to digitize your whole office. They provide: In addition to best-in-class text recognition, they provide:
- For incoming files, there’s an inbox.
- Dropbox, Google Drive, and other cloud storage services are available.
- Page cleaning is done automatically.
- Convert PDFs with a single click
- Search both locally and across networks
- Recovering files
FileCenter DMS is a one-time purchase that can only be installed on one machine. There are three editions available:
- Standard FileCenter DMS: $99.95
- $199.95 for FileCenter DMS Pro
- $299.95 for FileCenter DMS Pro Plus
The fact that you just have to pay once for FileCenter DMS is extremely appealing when compared to several of the best SaaS document management systems. FileCenter also provides multi-user savings if you require more than one license.
Look no further if you’re searching for a simple method to digitize documents with no learning curve.
#3 – PandaDoc Review – The Most Effective Way to Close More Deals
PandaDoc is a fantastic document management tool that can also assist your sales staff in creating more attractive, on-brand material in less time. It has the appearance of a hidden weapon.
Create a proposal, contract, or estimate in seconds using one of your templates. While a salesperson is on the phone, whip one up, transmit the encrypted document, and customers may sign before hanging up.
Consider PandaDoc to be a better workplace for salespeople. The templates themselves are simple to make. With a drag-and-drop interface, you can add blocks like text fields, dates, signatures, price tables, movies, and other material.
Don’t have time to create your own template? PandaDoc has you covered with 450 pre-built templates for a range of situations.
PandaDoc offers native connections with CRMs like as Salesforce, HubSpot, and Pipedrive, allowing you to operate more efficiently. Customer and price information may be automatically pulled over using this method.
Optional goods may also be included at the end of an invoice for an additional upsell opportunity.
There are a lot of additional useful elements that help to speed up the sales process, such as:
- Workflow creator that is simple to use
- Locking the content
- Tracking of document activities
- a trail of audits
- Payment gateway and eSignature
PandaDoc has a free tier that allows you to upload limitless documents, use eSignatures, and make payments. Isn’t that clever?
You’ll have to pay for one of the premium plans if you wish to generate smart, trackable documents:
- Essentials: $19 per user each month
- Business: $49 per user per month
- Contact the company’s sales department.
You get direct CRM connection with Business, which I believe is well worth it. To see how big of an effect PandaDoc can make, try it for 14 days for free.
#4 – Rubex by eFileCabinet Review — The Best for Daily Task Automation
Rubex is an eFileCabinet document management system that helps businesses simplify their processes. Tasks that used to be error-prone become faultless, from frictionless recruiting to lightning-quick data input.
All of your papers are centralized in one location thanks to the user-friendly UI. Employees may then search the entire text of any scanned document from there.
Rubex may be configured to identify important zones of text and name the file automatically using zonal OCR.
Documents are filed by themselves!
Rubex’s ability to automate basic processes, as well as its search, tracking, and text recognition capabilities, sets it unique.
Set up triggers to push paperwork through depending on rejections, approvals, and other factors, so people don’t waste time doing the same thing again and over.
It’s a sophisticated document management system, yet it’s simple to learn. Other useful features that help you save time and stress include:
- Integration of eSignatures
- Versioning of files
- Logging of audits
- Search for a missing item
- Governance that is automated
- Microsoft OneDrive and Google Drive have direct connectivity.
Rubex by eFileCabinet is available in three price tiers:
- Advantage: Prices start at $55 per month per user.
- Starting at $99 per month per user for businesses.
- Unlimited: From $199 per month per user
All plans include full-text search, OCR, and many of the automated governance capabilities. The sophisticated workflow and zonal OCR capabilities are only accessible with Unlimited subscriptions or as a Business add-on.
Advantage, on the other hand, comes with a slew of tools to assist teams remain organized. Advantage will work as well as or better than many of the other choices on our list if you want to centralize your document management.
#5 – MasterControl Review – Enterprise Compliance’s Best Friend
MasterControl is a full-featured document management system capable of dealing with any legislation or regulation.
MasterControl will function better if the criteria are more rigorous.
Consider medical equipment makers as an example of a company that uses MasterControl.
Believe it or not, there’s some paperwork involved in persuading the US government that a mechanical hip is safe to implant in humans.
MasterControl’s document trail, security, and compliance capabilities keep businesses in the clear even during the most stringent audits.
Their document security module is part of a broader MasterControl quality management system, and depending on your requirements, you may want to consider buying any of the other modules as well.
A lightweight document management system will not have all of the capabilities required to accelerate a product to market for businesses that operate in competitive and highly regulated industries.
MasterControl was created specifically for this purpose and includes the following features:
- Validation is ongoing to ensure FDA compliance.
- Observance of ISO standards
- Web-based routing that is secure
- Automated approval and escalation
- Tracking, analytics, and reporting on a higher level
To find out how much the document management module will cost, you’ll need to contact MasterControl.
MasterControl isn’t for everyone, but if you’re looking for corporate compliance, you won’t find a better solution.
What I looked for while I was looking for the best document management software
Documents such as estimates, proposals, contracts, and invoices form the foundation of any commercial partnership.
The more easily papers can be managed, the simpler it will be to handle these connections.
Document management software may go a long way toward keeping you organized and productive. Let’s have a look at some of the characteristics that may make a significant difference.
Imaging and Scanning
Without the proper product, digitizing documents is a headache. Going paperless is, in fact, one of the main reasons people purchase document management software.
It streamlines a time-consuming procedure by providing tools for identifying, sorting, tagging, and storing various file formats.
Optical character recognition (OCR) is a feature in certain devices that converts printed words into digital text. This implies that you may search any document you scan. Isn’t it rather slick?
Features of Document Security
Many of these technologies provide users more control over papers, even after they’ve been shared.
The following are some of my favorite features:
- Password security
- Permissions to view, comment on, and modify data are flexible.
- Expiration of a document
- Use is restricted.
It’s great to be able to transmit a document without worrying about it being shared, changed, or printed. This is a big step forward for companies that lose control once a document is delivered.
Metrics for Document Engagement
I can see who has reviewed a proposal and how much time they spent on each page at a glance. That is something that Microsoft Word will not tell you.
This is a treasure mine of knowledge for salespeople. If you’re attempting to raise money, this information may help you figure out who’s really interested.
These stats are very useful to me. There’s a reason why these capabilities are becoming increasingly common in document management software.
Creating Documents
It’s difficult to create great-looking, on-brand, up-to-date material of any sort. All of the formatting and presentation effort is taken care of by document management software.
There are templates for a variety of use cases, allowing you to rapidly create stunning proposals and newsletters that are optimized for both online and mobile.
A visual document builder is available in certain programs. Draw the ideal contract with a signable field by dragging and dropping your way to a show-stopping proposal that incorporates videos.
Create legal papers with confidence, even if you don’t have a law degree.
When a document management system integrates with your CRM software and autofills templates with client information, it’s fantastic. Before the initial call, get a proposal into the inbox of a lead.
Versioning and logging
Good document management software, as you would imagine, maintains meticulous records of occurrences.
This is crucial in terms of cooperation. People are constantly aware that they are working on the most up-to-date version of a document. This saves time by avoiding duplicate actions and confusion.
Additionally, with previous versions recorded, document modifications may be reviewed and the original can be restored if anything goes wrong.
Document management software may assist businesses who are subject to a number of laws by providing audit trails and other compliance capabilities.
Payment Gateway and eSignature
I like the fact that my document management software has an electronic signature option. It takes away an unnecessary barrier between my clients and my service.
It’s difficult enough to close a transaction. I don’t want to be concerned about obtaining a signature.
Furthermore, I am not requesting that a prospective client join up for a third-party signature service. It’s all done in-house and without a hitch.
Connecting a payment gateway is the same manner. It’s usually a good idea to simplify the payment procedure. Take a look at Amazon, for example. You may pay with a single click almost anywhere on their website. It wasn’t by chance.
An eSignature solution and a payment gateway are inextricably linked. With PayPal and Stripe integrations, you can obtain both a signature and a payment in one step.
Can you say the same thing about the goods you use?
Find a document management system that makes the basics a snap, regardless of how your eSignature and payment gateway are connected.
Conclusion
It doesn’t have to be difficult to keep track of your papers. With so many excellent choices available, how do you know which one is right for you?
Let’s start with the reviews of my top picks:
- DocSend is the most effective tool for sales involvement.
- The best solution for going paperless is FileCenter DMS.
- PandaDoc – The most effective way to close more transactions
- eFileCabinet’s Rubex is the best for automating everyday activities.
- MasterControl – For corporate compliance, it’s the best.
FileCenter DMS is the logical option for rapidly digitizing documents. At a reasonable price, it offers the most complete text recognition capabilities.
For sales teams, I use DocSend and PandaDoc. DocSend offers advanced engagement capabilities that will provide representatives with information on who is interested.
If you want to offer your team a visual advantage, use PandaDoc. You’ll be able to generate professional, on-brand documents at any time.
Rubex by eFileCabinet is a good option if you want to automate your document processes. Build beautiful solutions quickly to reduce the time it takes for each operation.
MasterControl is the solution for businesses who must maintain tight control over the document lifecycle due to regulatory obligations. It’s designed to tackle the most difficult requests, allowing businesses to get their goods to market faster.
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The free document management software for windows is a tool that allows users to manage documents. It can be used on computers, tablets, and smartphones.
Frequently Asked Questions
Which software is used for document control?
Microsoft Office.
What are examples of document management systems?
Document management systems are software programs that allow users to organize and manage the documents they create, such as Microsoft Word.
What is document management software used for?
Document management software is used for the purpose of managing and storing documents.
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