The best document management software for writers, team leaders, and businesses
'ZDNET Recommends': What exactly does it mean?
ZDNET's recommendations are based on many hours of testing, research, and comparison shopping. We gather data from the best available sources, including vendor and retailer listings as well as other relevant and independent reviews sites. And we pore over customer reviews to find out what matters to real people who already own and use the products and services we’re assessing.
When you click through from our site to a retailer and buy a product or service, we may earn affiliate commissions. This helps support our work, but does not affect what we cover or how, and it does not affect the price you pay. Neither ZDNET nor the author are compensated for these independent reviews. Indeed, we follow strict guidelines that ensure our editorial content is never influenced by advertisers.
ZDNET's editorial team writes on behalf of you, our reader. Our goal is to deliver the most accurate information and the most knowledgeable advice possible in order to help you make smarter buying decisions on tech gear and a wide array of products and services. Our editors thoroughly review and fact-check every article to ensure that our content meets the highest standards. If we have made an error or published misleading information, we will correct or clarify the article. If you see inaccuracies in our content, please report the mistake via this form.
Productivity dies in siloes. Before you know it, your files are scattered everywhere, with version conflicts and discoverability issues abound. Maybe the file you need is buried knee-deep in someone's local folder. Or it's in a shared drive with thousands of other files with no labelling.
If you're drowning in digital paperwork while waiting for an inevitable security disaster, there's still hope. Document management systems (DMS) can transform your chaotic cloud drives into organized libraries. They aren't just storage boxes, they help teams file and secure their most important assets so they're there right when you need them.
Best personal data removal service deals of the week
What is the best document management software right now?
My pick for this category is Notion for its flexibility in creating custom document workflows. Unlike traditional DMS platforms that force you into rigid structures, Notion lets you build exactly what your team needs. I love how it combines document storage with project management, databases, and team wikis in one workspace. Real-time collaboration keeps everyone synchronized, while permission controls ensure sensitive documents stay secure.
Also: How I turned an old laptop into a home document station - and cut down on paperwork chaos
When selecting vendors for this list, I focused on security, compliance, and discoverability as my core evaluation criteria. I looked for solid search and retrieval systems, integration with different business tools, and support for a wide range of document formats.
Get more in-depth ZDNET tech coverage: Add us as a preferred Google source on Chrome and Chromium browsers.
The best document management software of 2026
Notion turns your documents from a static filing system into a dynamic workspace where teams actually want to work. I've been using it for over two years and it always lets me build exactly the kind of document system I need. Instead of forcing yourself into rigid folder structures, you can create databases that connect documents to projects, with assigned owners and progress tracking built in.
Collaboration feels effortless. Multiple people can edit at the same time without conflicts, using the commenting system to have live discussions while they do so. I love how you can embed documents within other pages, creating knowledge bases that grow organically with your team's needs.
Notion is also very flexible with different document types. You can store traditional files, create rich text documents with embedded media, build structured databases for contracts or proposals, and even design your own approval workflows. But the main downside here is the setup time. You'll need to invest a ton of effort into designing your document structure upfront. Performance can also slow down with very large databases, though recent updates have improved this by a mile.
Notion features: Custom databases | Team wikis | Task management | Real-time editing | API integrations | Template library | Permission controls
DocuWare thrives in environments where security and compliance can't afford to be compromised. For example, it's perfect for healthcare and finance settings, where audit trailing and permission controls are incredibly vital. It automatically captures metadata and tracks every document interaction, creating the thorough paper trail that auditing agencies demand.
DocuWare's intelligent capture feature is the one that impressed me the most. It automatically classifies incoming documents and extracts key data points using OCR and AI, pretty much getting rid of manual data entry. This works for invoices, contracts, forms — you name it.
You can build complex approval processes with conditional routing, notifications, and deadline tracking. But the biggest drawbacks are cost and complexity. DocuWare's pricing starts high and scales quickly with additional users and storage. The UI, while functional, feels dated compared to modern alternatives. Training time is also substantial. You can expect several weeks for teams to become fully proficient with advanced features.
DocuWare features: Intelligent document capture | Workflow automation | Audit trails | Electronic signatures | OCR technology | Version control | API integrations
Google Workspace turns document management into a natural extension of tools your team probably already uses. The integration between Gmail, Drive, Docs, and Calendar creates workflows that feel intuitive from day one. I can start a document from an email, share it instantly, and schedule follow-up meetings without switching platforms.
Collaboration features work flawlessly too. Multiple editors can work simultaneously without conflicts. Suggestion mode makes document reviews clean and trackable. A powerful comment system with threaded discussions keeps feedback organized. And its version recovery has saved me from trouble more times than I care to admit.
But, while the folder system works fine for basic needs, it lacks the metadata and tagging features that larger organizations often expect. Storage limitations can also become a problem. While you get a decent bit of space on business plans, large teams working with tons of media files may hit limits sooner than expected. Workspace works best for teams that primarily use it for creating and editing documents rather than archiving their existing files.
Google Workspace features: Google Drive integration | Real-time editing | Version history | Commenting system | Mobile access | Third-party integrations | Shared drives
SharePoint has long dominated enterprise document management because it integrates with tools most larger organizations already use. It's used by multiple Fortune 500 companies because it can centralize document repositories in a way that feels natural to Office users. Its solid version control also tracks changes and lets you restore previous versions with just a few clicks, which can save projects from accidental overwrites.
With Power Automate, Microsoft has really shaken up how teams handle approvals and reviews. You can build complex routing processes where documents automatically move through approval chains. Your system will send notifications at each stage and track any bottlenecks in real-time. I especially love how it handles compliance, automatically applying retention policies and maintaining audit trails for reviews.
SharePoint works best for large organizations with dedicated IT resources working in established Microsoft ecosystems. Microsoft's permission system, while powerful, also requires tons of planning to implement correctly. Smaller teams often find it overkill and the licensing costs can escalate quickly with add-ons. However, for larger companies that need strong compliance and integration, SharePoint remains unmatched in its feature set.
SharePoint features: Document libraries | Version control | Workflow automation | Metadata management | Enterprise search | Permission controls | Teams integration
Acrobat Studio is part of Adobe's newest approach to document management, combining traditional PDF tools with AI-powered insights and content creation. I've been testing it since launch and the PDF Spaces really do change how teams work with document collections. Instead of managing individual files, you create knowledge hubs where algorithms extract insights from multiple documents together.
During my review, Acrobat's new AI Assistant performed best during contract reviews and research projects. It can summarize lengthy documents, answer specific questions, and even generate talking points from proposals. Citations help you verify where information comes from, so you can keep an eye on accuracy while breezing through analysis. Integration with Adobe Express lets you quickly create professional presentations and infographics from document insights.
But the limitations also center around the same PDF-centric approach. While powerful for document review and analysis, Acrobat is less effective for collaborative writing and real-time editing compared to tools like Google Workspace. And storage is tied to Adobe's cloud service, which may not be great for your existing enterprise storage systems. Subscription can also become expensive for larger teams, especially when combined with other Creative Cloud tools from Adobe.
Acrobat Studio features: PDF editing | AI Assistant | Document comparison | Electronic signatures | Form creation | Content redaction | Adobe Express integration
What is the best document management software?
Document management platform | Starting cost (for paid plans) | Security features | Integrations | Easy to use? |
Notion | $10/user/month | Two-factor authentication, workspace permissions, audit logs, SAML SSO | 150+ integrations including Slack, Google Drive, Zapier | Requires training |
DocuWare | $25/user/month | Advanced encryption, granular permissions, audit trails, compliance frameworks, digital signatures | 500+ integrations via API and pre-built connectors | Requires extensive training |
Google Workspace | $6/user/month | Enterprise-grade encryption, 2-step verification, data loss prevention, admin controls | 1,000+ native integrations plus Google Marketplace apps | Yes |
Microsoft SharePoint | $7/user/month | Advanced threat protection, information rights management, compliance center, conditional access | 1,000+ integrations through Microsoft ecosystem and third-party connectors | Requires training |
Adobe Acrobat Studio | $19.99/user/month | Document encryption, password protection, digital signatures, redaction tools | Limited integrations focused on Adobe Creative Suite and Microsoft Office | No |
Which is the right document management software for you?
Choose this document management software... | If you want or need... |
Notion | Complete flexibility to build custom document workflows that adapt to your team's unique processes. Perfect for creative teams and startups that need more than basic file storage. |
DocuWare | Bulletproof compliance and audit capabilities for heavily regulated industries like healthcare or finance. Best when document security and regulatory requirements are non-negotiable. |
Google Workspace | Seamless collaboration with tools your team already knows and loves. Ideal for small to medium teams focused on creating and editing documents together in real-time. |
Microsoft SharePoint | Enterprise-scale document management that integrates deeply with existing Microsoft infrastructure. Best for large organizations with complex approval workflows and established IT resources. |
Adobe Acrobat Studio | Advanced PDF management with AI-powered insights for document analysis and review. Perfect for legal teams, consultants, and professionals who primarily work with PDF documents. |
Factors to consider when choosing document management software
The right document management software should align with your team's workflow and grow with your business needs. Here are the key factors that separate good solutions from great ones.
Security and compliance requirements: I like to look for features like encryption, granular access controls, audit trails, and support for industry regulations like HIPAA or GDPR. Your documents need protection that meets industry's standards, not just basic password protection.
Integration capabilities with existing tools: Always research how well the system connects with your current CRM, accounting software, email platform, and other business apps. Smooth integration prevents data silos and reduces the friction of switching between tools.
Search functionality and metadata management: Search tools should let you find documents by content, tags, creation date, or custom metadata fields. I find that the best systems use AI to automatically categorize and extract key information from uploaded documents.
Scalability and storage flexibility: Consider both user growth and data volume expansion over the next 3-5 years. Cloud-based solutions scale more easily, while on-premises systems require upfront infrastructure planning.
Mobile accessibility and offline capabilities: Remote work demands mobile-friendly interfaces that let teams access and edit documents from anywhere. I've seen that some solutions also offer offline sync for users in areas with unreliable internet connections.
Workflow automation and approval processes: Look for systems that can automate document routing, approval chains, and deadline notifications. This becomes more important as your team grows and manual processes become bottlenecks.
Version control and collaboration features: Multiple editors on your team means you need conflict-free editing, clear version history, activity tracking, and commenting systems that keep discussions contextual. Poor version control has often led me to lose work and created unnecessary confusion before deadlines.
How did I choose these document management software?
As a software reviewer, I've spent almost a decade consulting on business technology stacks. I've tested everything from sales CRMs to accounting platforms to HR systems, giving me unique insight into how document management fits into broader business workflows. Every recommendation here comes from actual usage, not just spec sheets and promo material.
For this list, I focused on hands-on testing across three key areas: real-world usability, integration choices, and security systems. I set up trial accounts and ran each system through typical business scenarios like onboarding and approval workflows.
I tested collaboration features with distributed teams, stress-tested search tools with large document libraries, and looked into how well each system handles the transition from existing workflows. As always, I prioritized platforms that work best for specific use cases instead of trying to be everything to everyone.
FAQs on document management software
What's the difference between document management and file storage?
Document management systems add automation, discoverability, version control, and collaboration features on top of basic file storage. While cloud storage like Dropbox keeps your files accessible, DMS platforms help teams work together on those files with approval processes equipped with automated routing and detailed permission controls.
How much should I expect to pay for document management software?
Pricing ranges from $5-50 per user per month depending on features and deployment method. Basic cloud solutions start around $5-10 per user, while enterprise DMS platforms with advanced compliance and automation features can cost $25-50 per user monthly or more. On-premises solutions require higher upfront investment but they do lower your ongoing costs.
Can document management software work with existing file systems?
Most modern document management platforms offer migration tools to import existing files and folder structures, though some manual intervention may still be required. They preserve your original file names and folder hierarchies while adding enhanced search and collaboration. I'd say plan for 2-4 weeks of setup time for comprehensive migrations.
Do I need IT expertise to implement document management software?
Cloud-based DMS tools normally require minimal IT involvement and can be set up by regular business users in hours or days. But on-premises systems for enterprise deployment need dedicated IT resources for installation and maintenance. You should think about your team's IT proficiency when choosing between deployment options.
How secure is cloud-based document management compared to on-premises?
Reputable cloud providers will often deliver enterprise-grade security that exceeds what most organizations can implement internally. That means solid encryption, both in transit and at rest, plus regular audits and even dedicated security teams. But, on-premises solutions give you complete control over data location and access policies, which some regulated industries require. My recommendation is to factor in your specific compliance requirements and internal staffing.
Other document management software tools
Part of the Zoho business suite, offering team folders and real-time collaboration with deep integration across Zoho's CRM, email, and project management tools.
Uses AI-powered metadata classification to organize documents automatically, making it particularly effective for regulated industries that need strict compliance and audit trails.