Last Updated on May 17, 2023
Although traditional file management systems are used by businesses to handle digital documents and files, alternative solutions have emerged due to technological advancements. These include document management systems, digital asset management systems, and collaboration tools.
It provides advanced features to manage documents, promote collaboration and enhance efficiency. This article will explore some of the popular alternative file management systems and outline their benefits.
Google Drive enables users to store and access files and documents in one central location.
Using Google Drive, users can use its features to streamline the file management process. They can organize files into folders and use its search function to locate files.
Google Drive also offers collaboration tools such as shared documents and real-time editing. Members can work on the same paper, making it an ideal platform for teamwork.
It offers free 15 GB storage. Membership plan starts at $1.99/month
A document management software, Dropbox, is widely used by individuals and teams of varying sizes, mainly because of its free plan availability.
Dropbox is also recognized for its flexibility and mobility, enabling teams to work collaboratively within the system, which is highly beneficial in today’s work environment. This feature is also offered in the free version of Dropbox.
Professional: $16.58 / month
Professional + eSign: $24.99 / month
Standard: $15 / user/month
ProofHub is a SaaS tool hosted on the cloud that enhances team collaboration and project management. It includes innovative File Management Software, which streamlines the process.
Project teams can upload, store, and arrange all their documents in one location. Users can access their files and share links with team members who are dispersed.
The software’s “File versioning” feature enables users to store various versions of the same file. And the “Advanced search” allows easy document retrieval using relevant keywords and phrases.
Essential Plan: $45/month, billed annually
Ultimate Control Plan: $89/month, billed annually
Microsoft’s SharePoint allows teams to store and access company information. Team members can create project sites to share files and collaborate within and outside the organization. SharePoint helps employees become more productive by centrally locating their files.
It includes calendars, messaging, project management, and cloud storage tools. SharePoint is part of Microsoft 365 and can work with other Microsoft tools to improve productivity.
Annual Subscription-auto renews
SharePoint Online (Plan 1): $5/user per month
SharePoint Online (Plan 2): $10/user per month
Office 365 E3: $23/user per month
Adobe Document Cloud
Adobe Document Cloud is a software suite from Adobe that works on the cloud and offers tools for handling digital documents. The software includes PDF editing, e-signature capabilities, and document management.
Users can easily use document scanning, automatic form recognition, and advanced search to create, edit, and manage digital documents. Adobe Document Cloud is a subscription service that users can access from various devices and platforms.
Acrobat Standard: $12.99/mo
Acrobat Pro: $19.99/mo
Acrobat For Teams: $22.19/mo/license
C. Students & Teachers
Acrobat Pro for Students & Teachers: $19.99/mo
Creative Cloud for Students & Teachers: $19.99/mo
ShareGate helps users move data to Microsoft 356 and Office 365. The solution includes user mapping, content migration, report creation, and document transfer monitoring. Users can restructure environments, copy content and structures, and import external content.
The software organizes documents by copy time, source, destination, and last use date. ShareGate includes a reporting tool that lets users manage inventory and create custom reports. Examples are site reports, audit reports, workflow reports, and external sharing reports.
The plan starts at $5,995 per year for 1 license activation.
Effivity helps companies integrate their business processes with ISO compliance. It also manages quality, safety, health, and environmental certifications. While Effivity has a document management feature, it is not primarily designed for file management.
Effivity provides access control, version control, and review and approval workflows. It also includes document change history, metadata, and full-text search capabilities.
The feature is integrated with other modules, such as risk management, internal audits, and nonconformance management.
Wrike is a project management and collaboration tool that lets users manage files. You can store files, share them within a project, assign them to team members, and track changes and version history. Wrike integrates with cloud storage services like Google Drive, Dropbox, and OneDrive.
It also has security features like access controls and permissions to protect files. The system has full-text search capabilities for easy file retrieval. Wrike is beneficial for all types of businesses.
Team: $9.80 per user/month
Business: $24.80 per user/month
Enterprise & Pinnacle: Contact Wrike’s customer support
Legito’s document management module has collaboration, security, automation, integration, and reporting features. Users can collaborate in real time, and access, version control, and encryption ensure document security. Customizable templates are available for easier document creation.
Automated workflows help reduce task completion time, and integration with other software tools makes importing and exporting documents easy. Reporting and analytics provide insights into document management processes, such as usage, history, and performance.
Small Business: $9,600/year
Custom: Contact Legito’s customer support
Fluix is an online business platform to manage digital documents, forms, and workflows. It lets users create, edit, annotate, and share PDF documents from any device. Fluix also provides advanced features for managing document workflows, such as document versioning, access controls, and audit trails.
This helps keep documents secure and ensure only authorized personnel can access them. The platform also allows for digital signatures and other forms of authentication, making it easy for users to sign and approve documents digitally.
Fluix Core Plan starts at $30 per user/month
FileHold is software for managing, organizing, and quickly accessing documents. It has features for capturing, searching, retrieving, securing, and automating workflows. Businesses of all sizes can use it to improve their document processes.
Users can import and scan documents from various sources, including email, and securely store them in a centralized location that is easy to search. The software also supports version control and audit trails.
FileHold is an effective tool for boosting business productivity, efficiency, and compliance.
The software’s cost depends on the selected features, with a starting price of $25 per user per month.
Confluence enables users to create, organize, and review project documents. The editor feature allows employees to create various content types, and managers can provide feedback.
The knowledge management module provides a central repository for users to search and access relevant content, and managers can restrict access to confidential data and collaborate within closed groups. Confluence allows users to publish, organize, and access company information from one central location, enhancing knowledge sharing and collaboration.
Plan starts at $5.75 per user.
M-Files is an intelligent file management system that arranges company files based on their content rather than their storage location. By storing all files in one central location, users can quickly locate what they need, whether on desktop or cloud storage services.
Users can add tags and metadata, save files, and M-Files will find the data and notify the user of duplication. The platform works on various devices and can be deployed in the cloud, on-premises, or a hybrid environment, making workflows smoother and productivity higher.
With high-level security, M-Files ensures your data is secure, allowing you to concentrate on your work without worrying about data breaches or loss.
You can contact their customer service for an exact price quote based on your needs.
OnlyOffice is a web-based platform allowing users to quickly store and access office files. Documents, presentations, spreadsheets, and other workplace data can be uploaded and managed online. It was named the best document management software of 2018 by PCmag, a testament to its efficiency and quality.
OnlyOffice enables real-time collaboration, change tracking, version history, and feedback. It supports all major file formats, including PDF, DOC, CSV, TXT, and HTML, ensuring the security of all files on the platform. In addition, users can integrate their cloud storage services, such as Dropbox or Google Drive to centralize all their data in one place.
Enterprise Edition Basic: $1500/server, lifetime access
Enterprise Edition Plus: $2100/server, lifetime access
Enterprise Edition Premium: $2,400/server, lifetime access
Hightail is a cloud-based platform that simplifies teamwork and file sharing for professionals. It allows users to upload, store, and share large files, including images, videos, and presentations. Hightail’s security options, such as password protection and user permissions, ensure that files are kept safe and only accessible by authorized parties.
The platform’s collaboration features allow team members to provide real-time feedback and approve files, streamlining communication. Hightail also integrates with popular business tools such as Adobe Creative Suite, Microsoft Office, and Google Drive, making it easy for teams to collaborate across different mobile apps.
PaperTracer helps businesses manage paper-based documents and digital files from one central location. It can scan paper documents, extract data using OCR, and track changes to digital files.
PaperTracer’s security features ensure that authorized personnel only access documents. Collaboration tools allow members to work on documents, improving communication and workflow. Users can integrate the software with other business systems like Salesforce and Microsoft Office.
Contact their sales team for a pricing quote about PaperTracer’s features set.
Templafy is a good document management software that simplifies business creation, management, and distribution. It provides a central library where team members can access templates, brand assets, and important content. With intelligent automation, Templafy helps users save time with features like document assembly.
Templafy is accessible from any device or location, making it perfect for remote work. Users can choose the required features from various pricing plans customized to their business needs.
Templafy is a user-friendly document management solution that helps businesses streamline their document processes.
The software’s cost depends on the selected features, with a starting price of $25 per user per month.
DocuWare is a cloud-based platform that aims to solve the problem of employees spending too much time searching for documents. By storing all documents and files on its platform, DocuWare streamlines workflow and increases productivity. With advanced indexing and storage capabilities, DocuWare makes it easy to locate files from anywhere.
With over 25 years of experience, DocuWare is a reliable file management system that provides automated business processes for onboarding new employees, invoice processing, and contract management. The platform also offers regulatory compliance safety features and disaster recovery benefits to protect your files from unauthorized access.
For a precise quote, you can contact their customer service.
What Are The Benefits Of Using File Management System Alternatives?
File management system alternatives can offer unique advantages that traditional file management systems may not provide. It includes efficiency, advanced security features, enhanced collaboration tools, and customization options.
Do Document Management Systems Offer Free Trials?
Yes, many document management systems offer free trials that allow potential customers to test their software before making a purchase.
What Can You Do During A Free Trial For A Document Management System?
You can test the software’s features and functionalities during a free trial. Also, you can upload and manage documents. And check how the platform fits your business requirements.
By selecting the top document management software, companies can boost efficiency and decrease manual errors. Also, it encourages employee collaboration, and ensures compliance with regulations.
To choose the best document management solutions, you should consider the business’s unique needs. You should select software with features and functions that align with those requirements. Proper implementation and employee training are vital to ensure the solution is adopted.
Once you’ve reviewed this article, you should comprehensively grasp the 19 Best File Management System Alternatives and their characteristics.
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