Introduction

In 2025, the importance of document management software (DMS) cannot be overstated. With businesses generating and handling vast amounts of documents every day, the need for efficient, secure, and organized management of digital documents is greater than ever. Document management software helps companies organize, store, retrieve, share, and secure their documents while ensuring compliance with industry regulations.

As remote work becomes more widespread and digital transformation accelerates, the ability to manage documents seamlessly across teams and platforms is essential. Choosing the right DMS depends on a range of factors, including integration with existing systems, ease of use, security features, scalability, and pricing. Whether you’re an SMB looking for basic document management or a large enterprise needing advanced collaboration and compliance tools, the right DMS will help streamline workflows, improve productivity, and reduce risks associated with document handling. This blog will explore the top 10 document management software tools in 2025, their features, pros, cons, and comparisons to guide you in selecting the best fit for your needs.

---

Top 10 Document Management Software Tools in 2025

1. M-Files

Short Description: M-Files is a powerful document management system that leverages metadata to organize documents and automate workflows. It’s designed for businesses of all sizes looking for efficient document control, collaboration, and compliance.

Key Features:

• Metadata-based document organization for easy search and retrieval.
• Automated workflows to streamline document approval and review processes.
• Version control and document history for improved document tracking.
• Integration with Microsoft 365, SharePoint, and other platforms.
• Cloud-based storage for secure document management and access.
• Mobile app for on-the-go document access and collaboration.

Pros:

• Highly flexible and scalable for businesses of all sizes.
• Automated document workflows save time and reduce manual tasks.

Cons:

• Complex setup for new users.
• Pricing may be high for small businesses or startups.

---

2. DocuSign CLM (Contract Lifecycle Management)

Short Description: DocuSign CLM is a document management software that focuses on the complete lifecycle of contracts, from creation to execution, ideal for businesses needing comprehensive contract management and automation.

Key Features:

• Automated document generation and e-signatures for contracts and agreements.
• Collaborative tools for team-based document creation and review.
• Audit trails and compliance tracking for legal and regulatory requirements.
• Document version control to track contract changes.
• Seamless integration with Salesforce, Microsoft, and Google.
• Cloud-based storage for secure contract management.

Pros:

• End-to-end contract management, from creation to signing.
• User-friendly interface and powerful e-signature capabilities.

Cons:

• Pricing can be high, making it less suitable for small businesses.
• Limited to contract management, lacking broader document management features.

---

3. SharePoint

Short Description: SharePoint is a web-based collaboration and document management tool from Microsoft, ideal for organizations that require robust document storage, sharing, and collaborative workspaces.

Key Features:

• Cloud storage for document sharing and collaboration.
• Version control and check-in/check-out for document editing.
• Integration with Microsoft 365 for seamless use across other Microsoft apps.
• Customizable workflows for document approvals and tasks.
• Advanced security features for compliance and data protection.
• Mobile access for remote document management.

Pros:

• Seamless integration with Microsoft products, making it ideal for organizations using Office 365.
• Scalable and highly customizable to meet the needs of enterprises.

Cons:

• Requires a Microsoft subscription, which may not be ideal for smaller businesses.
• Interface can be complex and requires training to use effectively.

---

4. Zoho WorkDrive

Short Description: Zoho WorkDrive is a cloud-based document management and collaboration tool that offers a secure space for businesses to store, share, and collaborate on documents with teams.

Key Features:

• Real-time collaboration for teams to edit and comment on documents.
• Version history and file recovery options.
• Cloud storage with access control and security settings.
• Advanced search to quickly find documents based on metadata and content.
• Integration with Zoho apps such as Zoho CRM and Zoho Docs.
• Task management tools to track document-related tasks.

Pros:

• Affordable pricing suitable for small to medium-sized businesses.
• Simple interface that’s easy for new users to navigate.

Cons:

• Limited integrations with third-party apps outside the Zoho ecosystem.
• Advanced features are only available in higher pricing tiers.

---

5. Dropbox Business

Short Description: Dropbox Business is a popular cloud storage solution with advanced document management capabilities, ideal for teams needing a secure and scalable solution for file sharing and collaboration.

Key Features:

• Real-time file syncing and sharing across teams.
• File versioning to track changes and recover previous versions.
• Advanced security features like two-factor authentication and file encryption.
• Team collaboration tools like file commenting and sharing.
• Integration with third-party tools like Slack, Zoom, and Microsoft 365.
• Centralized admin controls for managing teams and documents.

Pros:

• User-friendly interface and simple document sharing.
• Strong collaboration and file-sharing features for remote teams.

Cons:

• Limited document management features compared to dedicated DMS tools.
• Expensive pricing for large teams or enterprises.

---

6. Evernote Business

Short Description: Evernote Business is a note-taking and document management tool that allows businesses to store, organize, and share notes, documents, and multimedia files.

Key Features:

• Cloud-based document storage with easy access from any device.
• Note-taking for creating and organizing documents, ideas, and to-do lists.
• Collaboration tools for sharing notes and files with team members.
• Document scanning and OCR functionality to convert physical documents into digital formats.
• Cross-platform support on web, desktop, and mobile devices.

Pros:

• Simple and intuitive interface for managing documents and notes.
• Highly effective for personal document organization and team collaboration.

Cons:

• Limited advanced features for large-scale document management.
• Free version has limitations on document storage.

---

7. M-Files

Short Description: M-Files is a document management software designed to help businesses of all sizes automate document workflows and ensure compliance. It offers a metadata-driven system for efficient document categorization and retrieval.

Key Features:

• Metadata-driven document management for easy categorization and retrieval.
• Automated workflows for document approval, review, and sharing.
• Version control for tracking changes and maintaining document integrity.
• Document search and indexing to quickly find files.
• Cloud, on-premise, and hybrid deployment options.
• Integration with Microsoft Office, Google Drive, and more.

Pros:

• Highly customizable and adaptable to various business needs.
• Strong security and compliance features, ideal for regulated industries.

Cons:

• Complex setup for new users.
• Higher cost compared to simpler DMS solutions.

---

8. DocuSign

Short Description: DocuSign is a leading e-signature and document management platform used by businesses to automate document workflows and sign contracts digitally.

Key Features:

• E-signatures for secure, legally binding document signing.
• Document templates for creating contracts, agreements, and more.
• Workflow automation for routing documents for approval and signatures.
• Cloud storage for secure document management.
• Real-time tracking to see document status and progress.
• Mobile app for document signing and management on-the-go.

Pros:

• Trusted by businesses worldwide for secure e-signatures.
• Efficient document workflows that save time and improve productivity.

Cons:

• Primarily focused on e-signatures and document signing, with fewer document management features.
• Pricing can be steep for small businesses or startups.

---

9. Box

Short Description: Box is a cloud-based document management tool that focuses on secure document storage, file sharing, and collaboration, designed for businesses and enterprises needing scalable storage solutions.

Key Features:

• Secure file storage with encryption and access control.
• Collaborative tools for sharing and editing documents in real-time.
• Version control and audit trails for compliance.
• Integration with apps like Microsoft 365, Google Workspace, and Slack.
• Robust security features for managing sensitive data.
• Mobile app for remote access and collaboration.

Pros:

• Strong security and compliance features for businesses handling sensitive information.
• Integrates well with other productivity tools for seamless collaboration.

Cons:

• Pricing can be expensive for smaller teams.
• Advanced features may require technical knowledge to set up and use.

---

10. NetDocuments

Short Description: NetDocuments is a cloud-based document management solution designed for legal and professional services firms. It offers advanced document storage, collaboration, and security features.

Key Features:

• Cloud document storage with secure access and collaboration.
• Version control to track document changes and edits.
• Searchable document database for quick retrieval.
• Document automation for generating contracts and legal documents.
• Built-in compliance and security features.
• Integration with Microsoft Office, Outlook, and other tools.

Pros:

• Designed specifically for legal professionals, making it ideal for law firms.
• Advanced security to meet legal and regulatory standards.

Cons:

• Pricing is high, making it suitable only for larger firms.
• Less flexible for use outside of legal industries.

---

Comparison Table

Tool Name	Best For	Platforms Supported	Standout Feature	Pricing	G2/Capterra Rating
M-Files	Enterprises	Web, Windows, macOS	Metadata-driven document management	Custom	4.7/5
DocuSign CLM	Legal and contract management	Web, Mobile	End-to-end contract lifecycle management	Custom	4.7/5
PandaDoc	Sales teams	Web, Mobile	Document automation and e-signatures	Custom	4.7/5
HelloSign	SMBs and freelancers	Web, Mobile	Simple e-signatures	Free / $15	4.6/5
Formstack Documents	Workflow automation	Web, Mobile	Automated document generation and delivery	Custom	4.6/5
Zoho WorkDrive	SMBs and enterprises	Web, Mobile	Integration with Zoho apps	Starts at $3	4.5/5
SharePoint	Enterprises and large teams	Web, Windows, macOS	Seamless Microsoft Office integration	Starts at $5	4.6/5
Box	Large enterprises	Web, Mobile	Strong security and compliance	Custom	4.5/5
NetDocuments	Legal professionals	Web, Mobile	Advanced security for legal firms	Custom	4.5/5
Evernote Business	Small teams	Web, Mobile	Collaboration with note-taking	Starts at $7.99	4.4/5

---

Which Document Management Software Tool is Right for You?

Choosing the right document management software depends on the scale of your operations, industry, and specific document management needs:

• For SMBs and Freelancers: HelloSign and PandaDoc are ideal for users who need straightforward document automation and e-signatures without complex workflows.
• For Enterprises: M-Files, DocuSign CLM, and SharePoint provide comprehensive solutions for large teams managing complex workflows and compliance needs.
• For Legal Professionals: NetDocuments and DocuSign CLM are designed to handle legal documents with strong compliance and security features.
• For Businesses Using Microsoft Products: SharePoint offers seamless integration with Office 365, making it a good fit for businesses heavily invested in Microsoft products.