List of the best EDM software
Here are my pick of the best document management software to use right now:
1. Monday Work OS : Collaborative platform for documents and workflows
Monday Work OS is a versatile document and workflow management platform designed to facilitate team collaboration. With its intuitive features and integrations, Monday Work OS makes it possible to centralize, organize, and share documents while streamlining work processes.
Features
- Centralized and secure document storage in a cloud database
- Version management and change history for optimal monitoring
- Customizable workflows to automate tasks and approvals
- Integration with over 40 third-party applications for seamless data sync
- Visual and user-friendly interface for quick handling
- Numerous other features such as project management, sales, or marketing
Pricing
- Free plan for small teams, with basic features
- Standard, Pro, and Enterprise plans starting at $10 per user per month, with advanced features and dedicated support
❤️ Critical Review : Monday Work OS centralizes documents, projects and communication in a single interface. A rich and intuitive EDM solution to streamline document collaboration.
👍 Pros : Clean and customizable interface. Integrates tasks, files and exchanges. Automation of document workflows. Wide choice of integrations.
👎 Cons : Requires time to adapt. EDM functions that can be improved. High rates for SMEs.
2. Zoho WorkDrive : Complete cloud EDM suite
Zoho WorkDrive (formerly Zoho Docs) is a cloud document management software suite, offering comprehensive tools for creating, storing, collaborating, and sharing documents. Integrated into the Zoho suite, Zoho WorkDrive is perfectly suited to the needs of businesses of all sizes.
Features
- Word processing, spreadsheets, and online presentations for collaborative document creation
- Secure cloud storage with sync across desktop and mobile devices
- Granular access control and permission management for enhanced security
- Review and comment tools to facilitate feedback and annotations
- Native integration with other Zoho applications for increased productivity
- Very responsive customer service
Pricing
- Free plan with 5GB storage and basic features
- Paid plans starting at €4 per user per month, with advanced features and additional storage
❤️ Critical Review : Zoho WorkDrive makes it easy to store, share, and co-edit documents in the cloud. Powerful and affordable, it is the ideal EDM ally for SMEs.
👍 Pros : User friendly interface. Real-time co-editing. Security and access control. Competitive rates.
👎 Cons : Limited customization of folders. Versioning is perfected. Requires a Zoho account.
3. Dropbox : Cloud storage and document collaboration
Dropbox is one of the most popular cloud storage and document collaboration solutions. With its file sync and sharing tools, Dropbox allows teams to work on documents efficiently, no matter where they are.
Features
- Secure cloud storage with automatic sync across devices
- Real-time collaboration tools for Microsoft Office and Google Workspace documents
- Version management and recovery of deleted files to avoid data loss
- Integrations with over 100 third-party applications to optimize workflows
- Advanced security options, such as two-factor authentication and data encryption
Pricing
- Free plan with 2GB storage
- Paid plans starting at €9.99 per month for one user, with 2TB of storage and advanced features
- Team and business plans available, with enhanced collaboration and security features
❤️ Critical Review : Dropbox is a safe bet for storing and sharing professional files. Simple and reliable, it is establishing itself as a reference for EDM in the cloud.
👍 Pros : Ease of use. Cross-platform sync. Integrations with third party apps. Reliability and safety.
👎 Cons : Basic EDM functions. Limited customization. Rapidly high rates.
4. Revver: Complete EDM software for management and automation
Revver is a comprehensive EDM software, designed to help businesses manage, secure, and automate their documents. With its advanced document capture, storage, and search capabilities, Revver simplifies document management and improves productivity.
Features
- Automatic capture of documents from various sources (scanner, email, fax)
- Secure document storage in the cloud or on premises, with encryption and access control
- Powerful search and indexing tools to quickly find documents
- Automated workflows for approvals, e-signatures, and notifications
- Integration with current business applications (CRM, ERP, accounting)
Pricing
- Free 15-day trial
- Paid plans starting at $50 per month for one user, with 1GB of storage
- Team and enterprise plans available, with additional storage and features
❤️ Critical Review : Revver digitizes and organizes SME documents with particular attention to security. Capture, management and sharing... Everything is there for a serene EDM!
👍 Pros : Easy to handle. Digitization and recognition of documents. Increased security and compliance. Electronic signature.
👎 Cons : Aging interface. Limited workflow customization. Perfectable support.
LEARN MORE: Consult on the Revver website
5. FileHold: Scalable EDM system for all business sizes
FileHold is a scalable electronic document management system that adapts to the needs of businesses of all sizes. With its robust features and ease of use, FileHold makes it possible to centralize, secure, and share documents effectively.
Features
- Centralized and secure document storage with granular access control
- Automatic metadata capture for accurate indexing and searching
- Configurable workflows to automate document processes
- Collaboration and document sharing tools to facilitate teamwork
- Integration with Microsoft Office, Outlook, and SharePoint for optimized productivity
Pricing
- Server licenses starting at $6,500, with unlimited users
- Annual maintenance and support options available
- Free 30-day trial to evaluate the solution before purchase
❤️ Critical Review : FileHold is the EDM solution adapted to large documentary volumes. Rich in functionalities and highly configurable, it is present on all types of terrain.
👍 Pros : Extensive EDM functionalities. Extensive workflows and rights management. On-premise or cloud deployment. Responsive support.
👎 Cons : Complex initial setup. Steep learning curve. High cost.
LEARN MORE: Consult on the FileHold website
6. Onehub: Secure platform for sharing and collaborating documents
Onehub is a document sharing and collaboration platform, designed to help businesses exchange files securely with customers, partners, and external collaborators. With its access control and activity monitoring functionalities, Onehub offers a reliable solution for sharing and managing sensitive documents.
Features
- Secure workspaces to organize and share documents with internal and external users
- Granular access control with specific permissions for each user or group
- Detailed activity and download tracking for complete visibility on document usage
- Integrate with Salesforce, Google Drive, and other popular apps
- Compliance with the most stringent security and privacy standards (HIPAA, FINRA, GDPR)
Pricing
- 14 day free trial
- Paid plans starting at $29.95 per month for 3 users and 1GB of storage
- Team and enterprise plans available, with additional storage and features
❤️ Critical Review : Onehub facilitates the secure sharing of documents with customers and partners. Virtual data rooms, access management, traceability... The ideal EDM for collaborating with complete peace of mind!
👍 Pros : Secure sharing of documents. Customizable datarooms. Granular access control. Full traceability.
👎 Cons : Austere interface. Some advanced EDM functions are missing. Limited integrations.
LEARN MORE: Consult on the Onehub website
7. ZeenDoc: Intuitive EDM software for management and sharing
ZeenDoc is a simple and intuitive EDM software that helps businesses manage, organize and share their documents efficiently. With its user-friendly interface and collaboration features, ZeenDoc facilitates daily document management.
Features
- Centralized and secure document storage in the cloud
- Automatic classification and indexing of documents for easy search
- Real-time collaboration tools to work with several people on the same documents
- Electronic signature and validation workflows to speed up processes
- Mobile application to access and share documents on the go
Pricing
- Free plan with 1GB of storage and basic features
- Paid plans starting at €10 per month for one user, with 10GB of storage
- Team and enterprise plans available, with additional storage and features
❤️ Critical Review : ZeEnDoc covers all stages of the life of a document, from creation to archiving. Powerful and flexible, it is establishing itself as the 360 EDM for SMEs and regulated professions.
👍 Pros : Digitization and recognition of documents. Customizable validation circuits. Complies with RGPD and sector standards. Legal archiving.
👎 Cons : Ergonomics to be modernized. Variable support. High rates for small structures.
LEARN MORE: Consult on the ZeenDoc website
8. SharePoint: EDM software for Office 365
SharePoint is a collaborative content and document management platform, developed by Microsoft. Closely integrated into the Office 365 suite, SharePoint offers powerful features for storing, organizing, and sharing documents across businesses.
Features
- Collaborative workspaces to centralize and share documents
- Version management and change history for accurate tracking
- Automated workflows to streamline validation and approval processes
- Smart search based on metadata and document content
- Native integration with Microsoft applications (Office, Teams, Power Automate)
Pricing
- Included in Microsoft 365 subscriptions starting at $5 per user per month
- SharePoint Server licenses available for on-premises deployment
- Free 30-day trial to evaluate the solution before purchase
❤️ Critical Review : SharePoint integrates perfectly into the Microsoft 365 ecosystem for optimal document management. Co-publishing, workflows, research... All the ingredients of collaborative EDM!
👍 Pros : Native integration with Microsoft 365. Real-time Office co-editing. Validation workflows. Powerful search.
👎 Cons : Complex interface. Technical configuration. Requires a Microsoft environment. Microsoft 365 license prices.
LEARN MORE: Consult on the SharePoint website
9. Alfresco: Open-source platform for document content and processes
Alfresco is an open-source platform for content management and document processes, offering robust features for businesses of all sizes. With its flexibility and customization options, Alfresco allows organizations to effectively manage their documents and workflows.
Features
- Centralized document management with access control and version management
- Customizable workflows to automate business processes
- Collaboration and document sharing tools to facilitate teamwork
- Automatic metadata capture for accurate indexing and searching
- Integration with business systems (ERP, CRM) and productivity applications
Pricing
- Free and open-source Community edition
- Enterprise and Cloud editions available, with prices on quotation based on specific needs
- Professional support and services offered by Alfresco and its partners
❤️ Critical Review : Alfresco is an open source, rich, and extensible ECM platform for managing the document lifecycle. Robust and adaptable, it is a complete tool for large documentary volumes!
👍 Pros : Complete and flexible ECM platform. Customizable workflows. Security and governance. Strong open source community.
👎 Cons : Complexity of implementation. Documentation is sometimes limited. Advice needed to exploit the full potential.
LEARN MORE: Consult on the Alfresco website
10. M-Files: Intelligent EDM solution based on metadata
M-Files is an intelligent EDM solution that uses metadata to dynamically organize and manage documents. By moving away from traditional folder structures, M-Files allows users to quickly find the information they need, no matter where it's stored.
Features
- Metadata-based document management for a flexible and scalable organization
- Automated workflows to streamline validation and approval processes
- Smart search based on metadata and document content
- Version management and access control to ensure document integrity and security
- Integration with customer relationship management (CRM) and enterprise resource planning (ERP) systems
Pricing
- Perpetual licenses starting at €1,000 per user, with annual maintenance options
- Monthly subscriptions starting at €39 per user, with a minimum of 5 users
- Free 30-day trial to evaluate the solution before purchase
❤️ Critical Review : M-Files is revolutionizing the EDM paradigm by relying on metadata rather than folders. Research, workflows, mobility... Much more than a simple EDM!
👍 Pros : Management and search by metadata. Regulatory compliance. Mobile app. Artificial intelligence.
👎 Cons : A change in logic compared to traditional EDMs. High configuration and rates. Perfectible integrations.
11. Docuware: Cloud EDM software for management and automation
Docuware is a cloud-based EDM software that helps businesses manage, automate, and secure their documents. With its comprehensive functionalities and ease of deployment, Docuware allows organizations to digitize their document processes and improve their productivity.
Features
- Automatic capture of documents from various sources (scanner, email, fax)
- Secure cloud document storage with access control and encryption
- Automated workflows for approvals, electronic signatures, and archiving
- Powerful search based on metadata and document content
- Integration with business applications and enterprise information systems
Pricing
- Cloud subscriptions starting at €300 per month for 20 users and 100GB of storage
- Perpetual licenses for on-site deployment, with prices on quotation
- Free 30-day trial to evaluate the solution before purchase
❤️ Critical Review : DocuWare is the ideal EDM for digitizing the documentary processes of SMEs. Automated capture, workflows, electronic signature... Everything to gain agility and productivity!
👍 Pros : Automates capture and filing. Pre-configured document workflows. Legal electronic signature. Affordable cloud version.
👎 Cons : OCR and RAD optional. Limited mobility. Some proprietary formats.
LEARN MORE: Consult on the DocuWare website
12. eXo Platform: Open-source EDM platform
eXo Platform is an open-source solution that goes beyond simple document management by offering a complete collaborative experience.
This intuitive platform combines the power of an enterprise social network with advanced content management features, allowing your teams to work effectively together on their documents and projects.
Features
- Collaborative platform integrating document management, workspaces and corporate social networks
- Centralized and secure document storage with access control and version management
- Real-time collaboration tools (simultaneous editing, chat, video conferencing)
- Customized activity streams to track document updates and tasks
- Integration with office suites and business applications (Office 365, Google Workspace, Salesforce)
Pricing
- Free and open-source Community edition
- Enterprise edition with quote-based pricing, including support and updates
- Cloud hosting offered by eXo Platform, with formulas adapted to the needs of each company
❤️ Critical review : eXo Platform reinvents documentary collaboration with a social network approach. Project spaces, co-editing, discussion... Interactions around documents have never been so fluid and engaging!
👍 Pros : Modern RSE-style interface. Collaborative documentary spaces. Contextual comments and discussions. Extensive integration with office suites.
👎 Cons : Calls for a change in culture. Basic EDM functions. Mobility that can be improved.
LEARN MORE: Consult on the eXo Platform website
What is EDM software?
Electronic document management (EDM) software is which have become essential for businesses in our digital age.
Electronic document management software is designed to optimize the organization, indexing, storage, management, and tracking of digital documents.
EDM systems make it possible to convert physical documents into digital format using scanners, overcoming the challenges of dealing with a large volume of paper data that can hinder productivity.
La manual management of physical documents is time-consuming and error-prone, while EDM software offers smooth navigation and quick access to key information.
The advantages of EDM software are as follows:
- Save time and space with dematerialization
- Easy and secure access to information in SaaS or On Premise
- Simplified collaboration between teams
- Reduction in errors and document losses
- Automating document workflows
- Increased regulatory compliance
EDM software allows companies to modernize their document management, gain in productivity and focus on their core business.
EDM Software Types
There are several types of EDM software, each meeting specific document management needs.
Here are the main types of electronic document management software:
- EDM software for enterprise content management (ECM) : This software offers complete management of the life cycle of documents, from their creation to their archiving. They typically incorporate advanced features such as workflow management, collaboration, and record management.
- EDM document management software (DMS) : These tools focus primarily on storing, organizing, and finding documents. They allow files to be centralized in a single repository, thus facilitating their access and sharing.
- EDM software for digital asset management (DAM) : This software is designed to manage media files such as images, videos, and audio files. They offer specific functionalities such as metadata management, format conversion, and user rights management.
- EDM capture and scanning software : These tools make it possible to digitize paper documents and convert them into electronic files that can be indexed and searchable. They often incorporate optical character recognition (OCR) features to extract text from scanned documents.
- EDM correspondence management software : This software is specialized in the management of written communications, such as letters, invoices and contracts. They allow incoming and outgoing documents to be automatically scanned, indexed, and routed.
- EDM email management software : These tools are designed to archive, organize, and search emails and their attachments. They make it possible to keep track of electronic communications and to integrate them into the global document management system.
- EDM software for business process management (BPM) : These software combine document management with business process automation. They allow document workflows to be modelled, executed, and monitored, by integrating collaboration and validation functionalities.
Choosing the type of EDM software will depend on your organization's specific document management needs, document volume, business processes, and IT infrastructure.
It is essential to carefully assess your needs before choosing a solution, to ensure that it fits perfectly into your work environment and meets your expectations in terms of functionality and performance.
Features of an electronic document management software
When choosing EDM software, it is crucial to take into account your specific needs and the type of documents you are dealing with. However, some basic functionalities are essential to ensure the efficient and secure management of your professional documents.
Here are the 4 main categories of functionalities to consider for electronic document management:
Centralized document management
Centralized document management is at the heart of effective EDM software. It includes:
- Centralized archiving : all your documents are stored in a single repository, facilitating their access and retrieval. This allows you to quickly find the information you need, avoid the dispersion of documents on different media and access them from anywhere, at any time.
- Smart search : advanced search functions allow you to quickly find a specific document, search by keyword, date, author, etc., and use Boolean operators to refine your queries. Automatic document indexing and smart search suggestions save you valuable time.
- Overview : the possibility of previewing your documents without having to download them systematically saves you time, allows you to quickly consult the content, smooth navigation between documents and a high resolution display for optimal readability.
- Mobility and remote access : you can consult and modify your documents from your smartphone or tablet, benefit from real-time synchronization between your devices, securely access your documents outside the company network and enjoy an optimized user experience, regardless of the platform used.
Collaboration and productivity
EDM software should promote collaboration and productivity within your company. To do this, he must propose:
- Integration with third party applications : seamless integration with the tools you use every day (Gmail, Outlook, Salesforce, Google Drive, Slack, Trello, etc.) simplifies the exchange and sharing of documents, avoids duplicates and versioning errors, automates certain tasks, and allows you to access your documents from your favorite applications.
- Real-time collaboration : you can easily share documents with your collaborators, work simultaneously on the same file, track the changes made by each user, comment and discuss directly in the software interface, and validate and sign documents electronically.
- Workflow automation : by defining management rules for your documents (archiving, sharing, validation, etc.), by creating reusable document templates, by automating the assignment of tasks and notifications, and by monitoring the progress of document processes, you gain in productivity and efficiency.
- Scalability and customization : your EDM software must be flexible enough to adapt to the growth of your business and your specificities. You need to be able to add new users and new features as you develop, customize the interface and workflows according to your needs, integrate new types of documents and data sources, and benefit from regular updates and responsive technical support.
Security and compliance
Security and compliance are crucial aspects for any EDM software. It should offer:
- Enhanced security: data encryption, management of access rights and authorizations, traceability of actions on documents, automatic backup and emergency recovery are all essential features to protect your sensitive documents.
- Compliance with security standards: your GED software should help you comply with current regulations, such as the GDPR for the protection of personal data or HIPAA for health data.
Importing and managing files
Finally, EDM software should facilitate the import and management of your files:
- Mass import : you can import multiple files or even entire folders simultaneously, saving you a considerable amount of time compared to importing each document individually.
- Management of various file formats : your EDM software must support a wide range of file formats (PDF, Word, Excel, images, videos, etc.) to allow you to centralize all your documents, regardless of their type or source.
- Automatic document indexing : by automatically extracting the metadata from your files (title, author, author, date, keywords, etc.), your GED software facilitates their search and organization.
- Managing versions and duplicates : you must be able to follow the different versions of the same document, identify and remove duplicates to maintain a coherent and up-to-date documentary database.
In summary, the ideal EDM software is the one that best meets your expectations and the specific challenges of your business.
Take the time to assess your needs and compare the different solutions on the market before making your choice. An adapted EDM software will allow you to optimize the management of your documents, to gain in productivity and to secure your sensitive data.
Summary.
Today, the days of paper documents are over. The cloud storage is clearly the best option with a good EDM software.
However, all of these tools have different capabilities and benefits.
There is therefore no need to declare an unquestionable winner - your choice should only depend on your requirements and budget.
For example, if you are looking for a free/affordable but reliable solution, EverNote Business could be a great choice.
However, if you have a sufficient budget and need a business solution with more advanced features, you can opt for Smartsheet.
Take a close look at the various tools and their features before making your final decision.
Other recommended reading: For more business software analysis, check out my guides to best online appointment booking tools, of best project management software And best presentation tools to try this year.
