Best Document Management Systems in 2025

Data is everywhere, stored in any form of document. And the process of creating, storing & managing documents via a system is known as a document management system or DMS. Not only electronic documents but DMS also manages paper-based documents in the virtual sense.

DMS is sometimes referred to as an electronic filing cabinet. Because it is a process of managing documents through an application, namely any software. Nowadays, almost all businesses use software to manage their documents.

Let's check which DMS software is trendy and user-friendly in 2025 in this blog. Here we'll check the features and asses the friendliness of the software in detail.

Before beginning, let's also check what things you need to check on these applications or software as DMS.

In recent times, software for document management systems is getting too much stronger and more efficient than earlier versions. Not they include many aspects to cover 360° needs for document management. Despite all these, you must check these features in the software you're looking for.

Protecting your data is the utmost thing that you can't miss when choosing any DMS software. By data protection we mean you need to check the access, the data controlling mechanism, and other similar factors.

Documents can be piled up as your business grows further. Thus, you need to check storage facilities wisely before making any conclusion. Plus, you must check document searching options to see whether they are available or not. These options help to find your documents easily.

You may not want to experience any data loss incident so you need to ensure proper backup storage. Therefore, checking version control and backup options in any document management system is very important.

Proper document arrangement is very important and you must prioritize it in any DMS software. With document tracking features, you can easily find documents in the database. Plus, it helps in organizing the documents accurately.

Choosing a dedicated system for processing the order is very important. A fully automated system can make errors and you may not personalize your needs. On the other hand, fully manual processing can consume a lot of vital time. We need our process error-free, so we must choose semi-automated order processing for the solutions.

Businesses handle different files in different formats regularly so your DMS should have the capacity to accept all these formats. You may not like to afford different DMS to manage different file formats. So, you must check format acceptability wisely.

By offering "Cloud Workflow", DocuWare handles professional enterprise content management tasks. This software is best for small-scale operations and it works best simplifying the document processing tasks and securely archiving documents.

Find a metadata-driven document management system in this software. It can enable workflow automation and come with a mobile application. Moreover, the platform is user-friendly and provides tight data security.

When it comes to choosing a simple and flexible DMS, FileHold is the name that comes first. The software provides cloud-based solutions for on-premise document management.

Among the cloud-based DMS software, Google Drive stands differently due to its wide user base and friendly interface. Working with this software is super easy. Plus, you can use all the features freely. You need to pay extra to buy more storage otherwise the platform is free.

For small businesses, Zoho is a suitable and friendly document management system & software. You'll get many options like real-time collaboration, secure file sharing, version control, and many other practical applications on this platform.

Besides a note-taking platform, Evernote is offering premium document management features to businesses. It helps your team capture, organize, and store information seamlessly on this platform. You can customize your document management features, clip web pages, and retrieve your document easily here.

Choose this platform if your requirement is more towards getting an enterprise content management system. This platform is designed to handle the entire lifecycle of documents and information storage. Further, this platform is attractive as it provides you with customized options.

Data security is the top-most priority in the present business environment. Thus, you can choose Citrix ShareFile to ensure complete data protection and compliance. Plus, it offers third-party app integration with complete data protection and management.

Securely handle your content over the cloud through Box software. It provides a cloud content management system with many features like encryptions, access control, activity tracking, and many more. Plus, it enables seamless workflow across multiple tools.

Monitor, manage, and control your business document with the application of this software. This document management system is powerful and it offers a lot of features to manage business organizations. This software comes with a subscription plan but you can get a free trial on request,

Businesses that heavily rely on PDF documents must have this software. Adobe offers amazing features to manage PDF documents on the cloud. The pricing plan is also attractive for this system. It suits the best for businesses belonging to the finance, legal, healthcare, and similar industries where PDF requirements are high.

Dropbox is amazing for sharing big files quickly. It uses cloud technology to store documents and process them for further steps. This DMS is best for collaboration projects and those businesses where multiple people work on the same projects.

In the market, there are plenty of applications available for document management. But the big question about "who's going to use these applications" is still left unanswered. However, you can have an alternative option which is outsourcing document management services to manage your documents via these document management system applications. Your work will be done on time through some expert professionals. So, the choice is now yours!