Are you looking for a file management software that will help you organize the ever-growing business files? Look no further as this guide will introduce you to the best 6 file management software solutions, designed to optimize business operations and enhance efficiency.
File management software is a digital tool designed to efficiently organize, store, and manage electronic files. It facilitates easy access, retrieval, and organization of files, enhancing productivity and ensuring data integrity.
According to a study, a regular-sized company can save time spent in manual file sharing by up to 80% when using file management systems. This solution serves as a digital centralized repository for storing digital files which simplifies file retrieval and improves collaboration among team members.
When considering a file management system for your business, there are many features to consider and weigh. You should have the ability to search for files, create new folders, delete old files, apply file management techniques, and organize in any way you want without limits. In addition, the solution should have strong security model, integration with other software to prevent information silos, high scalability, and so on.
Benefits of File Management Software and Systems
FMS make it easy for you to store, manage, edit, and share digital files. With the ever-growing number of digital files being generated or received, the traditional method of storing these files is only going to make you lose money, time, and productivity.
Let’s take a look at some of the most significant advantages of implementing a file management software.
1- Increased efficiency
According to studies by international organizations, the average knowledge worker spends 18% of their time searching for information. When adopting such solutions and with proper file organization, you are making it extremely fast for any employee to locate the needed files in a matter of seconds.
Thanks to their robust capabilities, especially in version control and archiving, you can rest assured that you won’t lose any file under any circumstances. Did you know that it costs $120 of your time just to find a single lost file and $220 to reproduce it from scratch.
2- Improved collaboration
The ultimate goal is to share with our colleagues for business related decision making. Using the traditional way of sharing files have shown to be cumbersome specially when it comes to locating the latest version of a document.
Using an FMS, you can have confidence that your team always works with the most up-to-date file version or revision. It can be risky to work with an older version since it may cause mistakes and inefficiencies. For example, imagine a construction team unintentionally using blueprints to build a wall, which could result in rework and delays.
3- Improved security
Securing digital documents is a major topic since missing information or having sensitive information exposed to the public may have a significant influence on a company’s overall success rate.
A file management solution provides extensive security features such as robust access controls to allow administrators to control who can view, edit, or delete certain files which will help prevent unauthorized access.
For extra security measures, you can also use their encryption mechanism to ensure that data is secure both when being transmitted and when being stored.
But the most capability that we look for is having an audit trail mechanism to track users’ actions and changes on files for greater transparency and accountability.
Comparison of File Management Systems
| Best FMS | Free Trial | Price | Deployment |
| Microsoft SharePoint | Yes | $5 | Cloud, On-Premises |
| Alfresco | Yes | Free | Cloud, On-Premises |
| Dropbox | Yes | $9.99 | Cloud |
| Zoho WorkDrive | Yes | $2 | Cloud |
| Box | Yes | $35 | Cloud |
| LogicalDoc | Yes | Free | Cloud, On-Premises |
List of Best File Management Software and Systems
Below is a list of our picks for the best file management software and systems:
#1- Microsoft SharePoint
Microsoft SharePoint is one of the most widely used file management software that provides an extensive set of capabilities for organizations, regardless of their size, seeking to have an efficient management of files.
It serves as a centralized platform for storing, organizing, sharing, and collaborating on files and other digital files. What makes SharePoint stand out is its integration with the Microsoft 365 suite, facilitating seamless collaboration within familiar applications like Word, Excel, and PowerPoint.
SharePoint offers a powerful version control system that ensures users always collaborate on the latest versions. This prevents any confusion or errors caused by outdated files. It also comes with advanced security measures such as role-based access and encryption to help secure sensitive data, prevent unauthorized access, and comply with industry standards.
Key Features:
- Workflow and automation
- Automated reviews and approvals
- Intuitive search
- Audit trail
CONS:
- Need extra support
- More integration with non-Microsoft products
PRICING:
There are three plans: 5$ user/month, 10$ user/month, 23$ user/month
#2- Alfresco
Being an open-source enterprise content management system, this product has a high range of capabilities that could make it one of a few file management system that allow you to completely manage your files and their workflows for free.
It offers extensive features list such as version control, audit trail, advanced searched, file categorization and organization, and advanced security. Once implemented properly, you will make sure that only authorized personnel have access to sensitive information.
Although it may be utilized in almost any industry, it has a track record of success with banking and insurance, healthcare, government, manufacturing, and content publishing companies.
Alfresco, founded in 2005, has over 1300 clients, 10 distinct global offices, and a customer satisfaction score of more than 90%.
Key Features
- Smart organization based on types
- Automate approvals and reviews
- Complete version control including the ability to revert to older version
- Role based access and encryption
CONS:
- DMS and BPM have distinct licensing and user interfaces
- Restricting the deployment model to only Docker
PRICING
Alfresco comes with a community edition that is completely free to download and a paid edition in which you need to contact them to get the quote.
#3- Dropbox
Dropbox offers only the essential tools for efficient digital file management. It is being used mostly in small organizations with limited teams and budgets. My personal best feature is the effortless file sharing among colleagues or friends which makes it a convenient choice for users on the move.
This file sharing & management software provides a cloud-based storage solution to upload, store, and organize all files in one place. You just have to create your logical folder structure and provide access to the people in need to allow them to access their files, share links, and collaborate on them.
I personally use this software to organize my companies’ files, contracts, invoices, and other related business files.
Key Features:
- Easy share between members
- Intuitive interface
- Scalable
- Version control
CONS:
- Limited search functionality
- Integration
PRICING:
- Free for the first 2 GB of storage space.
- Individuals: $9.99 / month
- Professional: $16.58 / month
- Smaller teams: $15 / user / month
#4- Zoho WorkDrive
Zoho WorkDrive is emerging as a leading file management software in the market, thanks to its creators’ ambitious vision of making it exceptionally powerful.
Whether the task is managed in-house or outsourced, WorkDrive facilitates seamless collaboration on files. It provides a secure platform for sharing files within and outside your organization, with features for access control, edit tracking, and content statistics analysis. WorkDrive offers versatile mobile and desktop apps, ensuring users can securely access their data from anywhere.
Key Features:
- Remote teamwork collaboration
- Easy and fast upload and download
- Offline editing and sync
CONS:
- Slow customer service
PRICING:
- Starting $2 / user / month
#5- Box
Box provides a holistic approach to manage electronic files. With advanced features such as version control, role-based access, and metadata management, Box has helped organizations achieve high operations efficiency by providing access to files at the right time and the right place.
If you are looking for a secure platform designed to support the entire content lifecycle, starting from file creation and sharing, to collaborative editing, e-signatures, categorization, and long-term retention, then this software should be your top list.
What makes Box stands out is the integration with various third party applications which makes it easy to automate workflows and streamline business processes. In addition, the version control and file tracking capabilities will eliminate the chances of errors caused by outdated files.
Key Features
- Content capture & imaging
- Easy search & retrieval
- File sync, storage & archiving
- Security, risk management & information governance
CONS:
- Sync needs improvement
PRICING:
- Business: $15 / user / month
- Business Plus: $25 / user / month
- Enterprise: $35 / user / month
#6- LogicalDoc
LogicalDoc is a free file management software that is designed to help organizations manage their complete lifecycle on a limited budget. Even though it is free, it still offers extensive functionalities such as version control, fast search, access control, and intelligent file organization.
LogicalDoc is an excellent choice for secure online files management, offering both on-premise and cloud-based services with top-notch security. However, it may not be the ideal solution for large-scale file conversions.
Key Features
- File sync and share
- Intelligent file organization
- Cloud and on-premises
CONS:
- Performance sometimes lags
- Configuration is quite complex
