As companies bid farewell to traditional paper-based systems, the search for the perfect document control software becomes paramount. In this guide, I ranked and reviewed the 7 best document control software, along with my top 4 choices, so that you can pick the best one.
The best document control software are OpenText, Hyland, Aconex, Autodesk BIM 360, M-Files, Microsoft SharePoint, and Newgen.
Document control software is a specialized tool designed to manage, organize, and track documents throughout their lifecycle. It ensures version control, secure access, and facilitates collaboration among users, optimizing efficiency and compliance within organizations.
Choosing the best document control system for your organization is not an easy task. It requires the identification of the current and future business requirements, select the right provider, and train your employees to increase the adoption rate.
These systems are mostly used in industries like Construction, Oil & Gas, Energy /Resources, and EPC where the need to control huge number of documents on a daily basis is required. They have proven highly effective in streamlining operations and ensuring compliance to industry rules and regulations.
Let’s get started reviewing the software to help you choose the right one for your organization.
Comparison of Best Document Control Software
|Best For||Use Cases||Free Trial|
|OpenText||Medium to large businesses||General, Oil & Gaz, legal, banking, healthcare, automotive.||No|
|Hyland||Medium to large businesses||Oil and gas, construction, government agencies, and healthcare providers, among others||Yes|
|Aconex||Medium to large businesses||Construction, Oil and Gas, and engineering||No|
|Autodesk BIM 360||Small to large businesses||Medium to large businesses||Yes|
|M-files||Medium to large businesses||Manufacturing, construction, energy and utilities, legal, government, among others||Yes|
|Microsoft SharePoint||Medium to large businesses||Corporate, healthcare, construction and engineering, legal, manufacturing||Yes|
|Newgen||Medium to large businesses||Construction, financial, government, insurance, and healthcare.||Yes|
Top document control software for your business in 2023
Here are my picks for the best document control software to help you manage the complete flow of your business documents.
- OpenText Extended ECM for Engineering
- Autodesk BIM 360
- Microsoft SharePoint
Extended ECM for engineering is one of the best document control software that provide an intuitive user interface to manage engineering documents at a large scale and always stay on top of your documents flow specially transmittals. It has been designed specifically on top of xECM platform to help document control managers, engineers, and subcontractors efficiently control risk to engineering project scope, schedule and costs.
They have a dedicated transmittals management portal for outgoing, incoming, and internal that makes it easy to understand the status, progress, and the complete flow for each one.
One of my favorite features that can transform how your team collaborates on engineering drawings is Brava which support over 300 file formats, including an HTML5 viewer compatible with mobile browsers, a powerful search function, high-resolution fidelity, as well as CAD layer and external reference support (XREFS) for seamless integration of 3D CAD formats.
The annotation capabilities encompass a range of tools such as drawing tools (shapes, lines, arrows), image tools (stamps, images, signatures), text tools (highlighting, line through), change marks, check views, and measure tools, all while ensuring the source document remains unmodified.
- Offline access
- Document control numbering system
- Full transmittal management
- Batch upload/download for huge number of documents
- Multiple encryption capabilities
- Intuitive annotation capabilities for drawings.
- Efficient and flexible security
Hyland OnBase is an exceptional choice for document control software due to its extended capabilities that has been used for years including robust document management version control, access permissions, audit trail, and transmittal management. Their main goal is to ensure access to the right people at the right time allowing them to access correct versions of documents.
It provides the ability to control the document version numbering whether automatically or manually. In addition, its workflow automation module allows to streamline document review and approval processes which help in reducing manual intervention and ensuring high quality output every time.
The software’s annotation tools enable users to track their conversations with threaded discussions, invite other users to participate, and manage relevant information on a document or in a virtual workspace.
Additionally, OnBase’s integration capabilities with existing systems ensure seamless data exchange and real-time updates, preventing data silos and reducing errors. The platform’s security features, including encryption and role-based access control, ensure data integrity and compliance with industry regulations.
- Integrated CAD Viewer to markup, measure and compare drawings
- Full document management capabilities
- Transmittal management as a vertical
- Flexible and robust security
- Powerful document categorization
Aconex is a compelling document control software focusing on the construction and engineering industries. It provides a competitive list of features that are specifically tailored to meet the challenges of managing documents, communication, and collaboration in complex construction projects.
Aconex excels in managing versions of documents which ensures that project stakeholders will always have access to the latest documents which is essential in the construction industry were working on an older version of a document can be catastrophic. In addition, the audit trail report provides the transparency needed for all teams to track changes and maintain accountability.
One of the most important features that all construction professionals admire about this DC software is the seamless RFI (Requests for information) management which helps them prevent costly delays and errors. Being that original, it also covers document transmittals, submittals, and drawings management.
Overall It is a good software, but still needs improvement in the documentation part.
- Notification management (document distribution)
- Transmittals and submittals
- Document approval workflow
- Robust security
- Completely built for construction
Autodesk BIM 360 offers most of the features that are required in architecture, engineering, and construction (AEC) industries in a user-friendly way. Its unique focus on Building Information Modeling (BIM) makes it an ideal choice for managing complex project documentation.
It provides a seamless integration with BIM workflows to ensure that design and construction teams have access to the latest BIM models and associated documentation, fostering collaboration and alignment.
Autodesk BIM 360 excels in enabling real-time collaboration between colleagues accessible through desktop and mobile devices to access, review, and mark up documents from anywhere and anytime.
- Secure access controls
- BIM Integration
- document management core capabilities
- Project insights
M-Files is one the rise these days due to having the ability to cater for a diverse range of industries and businesses. It provides an innovative approach for document classification and organization based on metadata to allow retrieval based on documents context rather than their physical location.
M-Files have a very robust version management, access permissions, and audit trail capabilities to ensure the integrity and compliance of documents. In addition to having the capabilities to automate document centric workflows for faster approvals and review.
- Ease of use: their software is like navigating your windows directories.
- Organize by metadata
- Robust security
- Easy document process automation
- Built-in file viewing capabilities
- Offline document access
- Supports multiple file attachments per document
- Batch document creation
- Pay as you need (modules)
SharePoint provides robust document management capabilities enable centralized storage, version management, and access management, ensuring that teams always have the most up-to-date information at their fingertips.
The power of this document control software lies in its capacity for complete customization, as developers can expand upon the original features to address intricate industry-specific needs. In addition, being part of Microsoft family, it surely ensure seamless integration with all Microsoft products making it ideal ofor organizations depending on this technology.
It also streamlines document review cycles, promoting collaboration while maintaining control. Its search functionality and metadata-driven architecture enable quick document retrieval, even from vast repositories.
- Integration with Microsoft 365
- Team sites
- Workflow automation
- Extended document management
- Business intelligence
Newgen is one of the best document control software that is helping organizations since around 30 years to effectively manage their documents in different industries including financial institutions, insurance, healthcare, government, manufacturing, and retail.
It helps businesses achieve outcomes in real time through automated processing and management of documents and digital media, irrespective of their source. Using OmniDocs, organizations can enable end-to-end content management, from ingestion, utilization, and management to long-term archival.
- Multi-channel capture
- Auto classification
- CMIS compliant
- Advanced integrated workflow capabilities
- Strong record management