Every business, no matter its size, drowns in documents, contracts, invoices, reports, policies, and a dozen more file types. Managing these manually isn’t just inefficient. it’s a security risk, a productivity killer, and a compliance nightmare.
A document management system (DMS) is the answer. It’s more than just a digital filing cabinet. A good DMS organizes, secures, retrieves, collaborates, and automates document workflows, ensuring nothing gets lost, misplaced, or accessed by the wrong people.
With remote work and global teams becoming the norm, the need for seamless, cloud-based document control has never been more critical. This guide dives into the best document management systems of 2025, helping you pick the right one for your business.
If your business deals heavily with contracts, NDAs, legal paperwork, or agreements, SignNow is a game-changer. It’s not just an eSignature tool—it’s a document workflow automation platform designed for fast, legally binding approvals.
✔ Advanced eSignature capabilities – Send, sign, and manage contracts in minutes.
✔ Mobile-friendly – Sign and track documents on any device, even offline.
✔ Bulk sending & templates – Automate repetitive document processes.
✔ Strong security & compliance – Meets GDPR, HIPAA, and SOC 2 Type II security standards.
✖ Not a full-fledged DMS – While great for eSignatures, it lacks deep document organization and storage features.
✖ Limited integrations – Works well with CRMs and HR software, but lacks native project management links.
Best for: Legal teams, HR departments, and businesses that rely on signed documents.
Axero isn’t just a DMS—it’s an intranet, collaboration hub, and knowledge-sharing platform. If your company struggles with document organization and internal communication, Axero brings everything into one place.
✔ Centralized document repository – Securely store, categorize, and retrieve files easily.
✔ Collaborative editing – Employees can edit files together in real-time.
✔ Smart search functionality – AI-driven search pulls up relevant content fast.
✔ Mobile & remote-friendly – Access and work on files from anywhere.
✖ Learning curve – Feature-packed but takes time to set up and train employees.
✖ No built-in eSignature support – Needs external integration for signing workflows.
Best for: Mid-to-large enterprises looking for an all-in-one internal knowledge base and document management tool.
If your business handles a high volume of forms, applications, or customer-submitted documents, Under.io simplifies the entire process. It’s a no-code form builder with powerful document management capabilities.
✔ Drag-and-drop form creation – Easily design forms without coding.
✔ Automated workflows – Route submitted forms to the right departments.
✔ Document parsing & data extraction – Extracts key information from uploaded files.
✔ Integration with cloud storage – Syncs with Google Drive, Dropbox, and SharePoint.
✖ Niche-focused – Excellent for forms and structured data but lacks robust document editing tools.
✖ Not ideal for large-scale document collaboration – Better suited for data-heavy industries.
Best for: HR, finance, healthcare, and businesses that rely on form-based document workflows.
Jotform is more than an online form builder—it’s a document automation platform designed for businesses that need structured document workflows.
✔ Pre-built document templates – Speed up document creation.
✔ Automated document generation – Generate PDFs from submitted data instantly.
✔ Integration with 100+ apps – Connects with CRMs, cloud storage, and finance tools.
✔ HIPAA-compliant & secure – Ideal for handling sensitive customer information.
✖ Limited advanced document search – Not as powerful as dedicated DMS solutions.
✖ Heavily focused on structured forms – Less useful for businesses managing large document repositories.
Best for: Healthcare, legal, and finance companies that need automated document generation and compliance-friendly forms.
If your company struggles with finding documents quickly, Revver’s AI-powered search and automation features make it one of the most intelligent DMS options.
✔ AI-powered search engine – Find documents instantly using smart tags.
✔ Automated document categorization – Uses machine learning to organize files.
✔ Robust security & compliance tools – Protects data with advanced encryption.
✔ Full audit trails – Tracks every document interaction for compliance.
✖ Premium pricing – More expensive than some competitors.
✖ Not beginner-friendly – Takes time to configure automation rules properly.
Best for: Data-heavy industries (finance, healthcare, law) where quick document retrieval is crucial.
If security is your #1 priority, Folderit offers military-grade encryption, role-based permissions, and secure cloud storage—perfect for sensitive corporate documents.
✔ 256-bit AES encryption – Industry-leading data protection.
✔ Custom access permissions – Restrict access on a per-document basis.
✔ Cloud-based with offline access – Work on documents even without an internet connection.
✔ Automated approval workflows – Streamline document review processes.
✖ Limited integration options – Not as versatile with third-party software.
✖ Less collaborative – Strong for storage but lacks real-time co-editing.
Best for: Finance, legal, and government organizations needing airtight security and strict document access control.
Most DMS solutions focus on digital files, but what about physical documents? VIENNA Advantage bridges the gap between paper-based and digital document management. It’s one of the few platforms that lets businesses track printed documents using stickers and barcode scanning.
✔ Hybrid document management – Organizes both digital and physical files.
✔ Barcode & QR code tagging – Attach unique IDs to printed documents for easy tracking.
✔ Comprehensive workflow automation – Streamline approval processes and document handling.
✔ On-premise & cloud hosting options – Choose between private hosting for added security or cloud for flexibility.
✖ Not ideal for 100% digital businesses – Primarily useful for companies dealing with printed documents.
✖ Interface feels outdated – Compared to modern competitors, the UI isn’t the most intuitive.
Best for: Enterprises, government offices, and legal firms that deal with a mix of physical and digital documents.
Adobe has been the gold standard for PDFs for decades. If your business relies heavily on PDFs, Adobe Document Cloud provides seamless editing, signing, and document storage without altering the original formatting.
✔ Industry-leading PDF editing tools – Modify text, images, and annotations with precision.
✔ eSignature support – Legally binding electronic signatures built-in.
✔ Cloud synchronization – Access documents across devices through Adobe Cloud.
✔ AI-powered search – Finds PDFs quickly based on content, not just filenames.
✖ Expensive compared to alternatives – Adobe’s pricing is on the higher end.
✖ Not a full-fledged DMS – Designed for PDF-centric workflows, but lacks deep collaboration tools.
Best for: Businesses, freelancers, and professionals who need powerful PDF tools and cloud access.
Google Drive is convenient, but it lacks enterprise-level security, compliance, and automation. AODocs enhances Google Drive, transforming it into a full-fledged document management system.
✔ Advanced document security – Role-based permissions and access restrictions.
✔ Automated workflows – Streamline document approvals and business processes.
✔ Seamless Google Workspace integration – Works within Google Drive, Docs, Sheets, and Gmail.
✔ Compliance-ready – Supports GDPR, ISO 27001, and other regulatory requirements.
✖ Limited functionality outside Google Workspace – Best suited for businesses using Google tools.
✖ Not as feature-rich as standalone DMS solutions – Lacks deep AI-driven insights like Revver.
Best for: Companies using Google Workspace that need added security, compliance, and automation.
Microsoft SharePoint is more than just a DMS—it’s a collaboration powerhouse. If your business relies heavily on Microsoft Office (Word, Excel, PowerPoint, Teams, Outlook), SharePoint is the best way to store, organize, and share documents.
✔ Deep integration with Microsoft 365 – Works seamlessly with Word, Excel, PowerPoint, and Outlook.
✔ Enterprise-grade security – Multi-layered access controls and compliance tracking.
✔ Real-time document collaboration – Teams can edit and review documents simultaneously.
✔ Customizable intranet portals – Organize internal knowledge bases and wikis.
✖ Complex setup – Requires IT expertise to configure properly.
✖ Expensive for small businesses – Best suited for enterprises with an existing Microsoft 365 ecosystem.
Best for: Enterprises and Microsoft-centric organizations looking for a scalable, secure document management system.
DMS | Best For | Key Strengths | Key Weaknesses |
SignNow | Secure eSignatures | Fast, mobile-friendly, legally binding | Lacks deep document management tools |
Axero | Centralized collaboration | Smart search, real-time editing, internal knowledge base | Learning curve |
Under.io | Drag-and-drop form management | No-code workflows, data extraction | Not ideal for document storage |
Jotform | Automated document creation | HIPAA-compliant, strong integrations | Limited search functionality |
Revver | AI-powered document search | Smart categorization, full audit trails | Expensive, complex setup |
Folderit | Ultra-secure document storage | 256-bit encryption, offline access | Lacks collaboration tools |
VIENNA Advantage | Hybrid document tracking | Barcode-based tracking, digital + paper management | Outdated interface |
Adobe Document Cloud | PDF management & editing | Powerful PDF tools, seamless cloud access | Expensive |
AODocs | Google Workspace security | Compliance-ready, enhances Google Drive | Limited outside Google ecosystem |
Microsoft SharePoint | Microsoft 365 users | Enterprise-grade security, collaboration-friendly | Requires IT expertise |
With so many options, the best DMS depends on your business needs:
With so many document management systems (DMS) available, choosing the right one can feel overwhelming. The key is to align the system with your business needs, workflow structure, security requirements, and scalability goals.
Here’s how to make the right choice based on specific factors:
Not every organization needs an all-in-one, enterprise-level DMS. Some may prioritize security, while others need automation, collaboration, or integration with existing tools.
Ask yourself:
✅ What are my document-related challenges? (Version control? Lost files? Slow approvals?)
✅ How large is my team, and how do they collaborate?
✅ Do I need an on-premise or cloud-based solution?
✅ Are compliance regulations like GDPR, HIPAA, or ISO 27001 relevant to my industry?
✅ What is my budget?
Example:
Your business might double in size in the next five years. Will your chosen DMS keep up?
Look for:
✔ Flexible pricing tiers – Can you start small and upgrade later?
✔ User & storage scalability – Does it support unlimited users or have tiered pricing?
✔ Cloud-based solutions – These are easier to scale than on-premise systems.
✔ API integrations – Allows you to expand functionality as business needs evolve.
Example:
DMS pricing varies widely—some are affordable monthly subscriptions, while others require large upfront investments for custom solutions.
🔹 Subscription-based (SaaS): Pay per user/month (Ex: SignNow, AODocs, Jotform).
🔹 One-time licensing fee: Large upfront cost, but no recurring fees (Ex: VIENNA Advantage).
🔹 Freemium models: Free basic plans, paid for extra features (Ex: Google Drive with AODocs).
🔹 Enterprise pricing: Custom quotes based on company size (Ex: Revver, SharePoint).
Example:
Tip: Always check hidden costs (extra storage, API calls, advanced features).
Security is non-negotiable, especially in finance, healthcare, and legal industries.
✔ Role-based access control (RBAC) – Limit document access by user role.
✔ End-to-end encryption – Prevents unauthorized access during file transfers.
✔ Audit trails & activity logs – Tracks who accessed or modified documents.
✔ Two-factor authentication (2FA) – Adds extra security to user logins.
✔ Compliance with global standards – HIPAA, GDPR, SOC 2, ISO 27001.
Example:
Tip: If data privacy laws matter in your industry, choose a DMS with built-in compliance tools.
Your DMS shouldn’t exist in a vacuum. It must integrate with existing business tools to avoid workflow bottlenecks.
✔ Cloud Storage: Google Drive, Dropbox, OneDrive
✔ Project Management: Asana, Trello, Monday.com
✔ CRM Systems: Salesforce, HubSpot, Zoho
✔ E-Signature Services: DocuSign, Adobe Sign
✔ Accounting Software: QuickBooks, Xero
Example:
Tip: A DMS with open APIs allows custom integrations for specialized workflows.
With remote work becoming the norm, a DMS should enable seamless document sharing and real-time collaboration.
✔ Real-time editing – Multiple users can edit documents together.
✔ Version control & rollback – Prevents file conflicts.
✔ Task assignments & approvals – Automates workflow tracking.
✔ Mobile-friendly access – Work from anywhere on any device.
📝 Example:
Tip: Test mobile apps before choosing a DMS—some offer poor user experience on phones.
Not all industries have the same document management needs. Here’s a breakdown of what works best for different sectors:
Industry | Best DMS Options | Why? |
Legal & Compliance | SignNow, Folderit | Secure contracts, audit logs, encryption |
Healthcare & Hospitals | Jotform, Revver | HIPAA compliance, form automation |
Finance & Banking | Folderit, Revver | High security, regulatory compliance |
Marketing & Creative Teams | Axero, SharePoint | Collaboration, version control |
Small Businesses & Startups | AODocs, VIENNA Advantage | Budget-friendly, scalable |
Enterprises & Large Corporations | Microsoft SharePoint, Revver | Enterprise-grade security, large-scale workflows |
Tip: Choose a DMS tailored to your industry’s compliance and workflow needs.
By now, you should have a clear picture of what to look for in a DMS. To finalize your decision:
✅ List your top 3 business needs (security, workflow automation, collaboration, etc.)
✅ Compare pricing vs. value – Don’t just go for the cheapest option
✅ Test free trials & demos before committing
✅ Consider future scalability – Will this DMS grow with your company?
Pro Tip: If you’re unsure, start with a flexible cloud-based DMS (like AODocs or Axero) before investing in enterprise-level solutions.
Investing in a document management system (DMS) isn’t just about organizing files—it’s about transforming the way your business operates. A well-implemented DMS saves time, improves collaboration, enhances security, and boosts overall efficiency.
Here’s how:
Employees spend an average of 4.5 hours per week searching for documents. That’s nearly six full workweeks per year wasted per employee! A DMS eliminates this inefficiency by:
✔ Instant search & retrieval: AI-powered search ensures files are found in seconds.
✔ Automated document workflows: Eliminates manual approvals and redundant back-and-forth.
✔ Version control: Prevents errors caused by outdated or duplicate files.
Example: A marketing agency using Axero can quickly locate past campaign assets instead of wasting hours searching through email chains.
Result? Employees focus on meaningful work, not document chaos.
A single data breach costs businesses an average of $4.45 million (IBM Report, 2023). A DMS reduces security risks by:
✔ Role-based access control (RBAC): Restricts document access to authorized users.
✔ 256-bit AES encryption: Protects files from cyberattacks.
✔ Two-factor authentication (2FA): Adds an extra security layer for logins.
✔ Audit trails: Tracks who accessed, modified, or shared a document.
Example: A healthcare provider using Jotform can securely store HIPAA-compliant patient records, preventing unauthorized access.
Result? No compliance fines, no security nightmares, and full data control.
With hybrid and remote work becoming standard, document collaboration must be seamless. A modern DMS enables:
✔ Real-time co-editing: Employees work on the same document simultaneously (like in SharePoint or Axero).
✔ Automated task assignments: Assign, approve, and track document-related tasks.
✔ Cloud-based accessibility: Work from anywhere, on any device.
Example: A legal team using SignNow can send, sign, and approve contracts digitally without needing in-person meetings.
Result? Teams collaborate faster, with fewer delays.
Storing and managing physical documents is expensive and inefficient. A DMS:
✔ Eliminates paper-based storage – No more filing cabinets or rented storage units.
✔ Saves office space – Digital files replace stacks of paper.
✔ Reduces printing & mailing costs – E-signature solutions (SignNow, Adobe Document Cloud) eliminate the need for paper contracts.
Example: A law firm switching to VIENNA Advantage can reduce physical file storage by 80%, cutting down rental costs.
Result? Lower expenses, less clutter, and a greener workplace.
Compliance isn’t optional if your business is in finance, healthcare, or legal sectors—it’s the law. A DMS helps with:
✔ Automated record-keeping – Ensures files meet industry standards.
✔ Data retention policies – Deletes or archives documents per legal guidelines.
✔ Audit & activity logs – Full tracking of document access and edits.
Example: A financial firm using Folderit can store GDPR & ISO 27001-compliant data without manual tracking.
Result? No legal troubles, fines, or failed audits.
An advanced DMS uses AI-powered automation to streamline document-heavy workflows.
✔ Smart categorization: AI automatically tags and organizes files.
✔ Predictive analytics: Suggests relevant documents based on usage patterns.
✔ Workflow automation: Moves documents through approval chains without manual intervention.
Example: Revver helps enterprises automate contract approvals, reducing decision time from days to hours.
Result? Faster workflows, fewer errors, and better decision-making.
The document management landscape is evolving rapidly. Here’s what’s coming next:
Trend: AI & machine learning will automate document categorization, retrieval, and analysis.
Example: AI-driven DMS like Revver will predict what document you need next based on past searches.
Trend: Blockchain will prevent document tampering and fraud.
Example: Companies like AODocs may integrate blockchain to verify document authenticity.
Trend: DMS will integrate voice search for hands-free access.
Example: Saying “Find last month’s financial report” will instantly retrieve the correct file.
Trend: Enhanced mobile functionality will allow on-the-go document editing and signing.
Example: SignNow is already leading this trend with offline signing capabilities.
If your business isn’t using a document management system yet, it’s only a matter of time.
With rising cyber threats, compliance requirements, and the demand for remote work collaboration, a DMS is no longer a luxury—it’s a necessity.
Step 1: Identify your biggest document-related challenges.
Step 2: Shortlist 3-4 DMS solutions that fit your needs.
Step 3: Test free trials & compare pricing.
Step 4: Implement a scalable DMS that grows with your business.
Still unsure? Start small with AODocs (if you’re on Google Workspace) or SignNow (if you handle many contracts).
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