Top 5 Online Document Management Systems

Documents are a major part of any business's processes and as such it is not unlikely to find a business in need of a document management system. Many companies will often choose online document management systems and most of them work really well. Most online document management systems provide great service to businesses but they do have their shortcomings.

In this article, we are going to be looking at some of the best online document management systems, what makes them tick and the problems a business is likely to face when using online document management systems.

Part 1Top 5 Online Document Management Systems

1. FileHold

This is an enterprise grade online document management system that is desktop, browser and mobile ready. It is specifically designed for medium to large enterprises that have a lot of document to process. It has features like OCR indexing, secure storage, search and version control features as well as electronic document workflow.

Pros:

Transfer of large paper and digital database is quick and effective
It comes with adequate document security for the documents
Integrates with most third-party APIs

Cons:

Initial integration processes can be a little bit difficult
You need to purchase equipment to help with bulk document upload

2. Citrix ShareFile

As web based application ShareFile is a highly intuitive system that allows for bulk uploads, API automation, full search and offers one of the best customer support in the business. The documents you upload to this online document management system will be secure, held in audited datacenters.

Pros:

It is highly reliable and very quick to set up
Integrates with most third-party APIs
Can be used on any browser

Cons:

The available plugins can be a little problematic to use

3. Onehub

This is another enterprise grade document sharing service that allows users to share document in bulk. The documents can be shared and controlled in the cloud and are accessible on multiple platforms including desktop and mobile.

Pros:

Sharing is very easy since everything is in the cloud
Available on every platform including desktop and mobile
Comes with customization capabilities and integrates with nearly all third-party APIs

Cons:

Lacks some online document management features including OCR features

4. SecureDocs

This is the online document management system you should choose to handle sensitive business documents such as contracts. This is because it offers a highly secure, virtual data room for the safety of all your important documents.

Pros:

It focuses mostly on securing sensitive documents
No one at SecureDocs has access to your documents
Friendly and very useful customer support

Cons:

It lacks some online document management features such as OCR and document editing

5. eFileCabinet

This online document management solution offers almost all of the services you would need in terms of document management. It provides such functions as scanning, tagging and cloud storage to facilitate easy sharing.

Pros:

It allows users to delete expired documents through its retention dating capabilities
It integrates easily with other third-party APIs

Cons:

It has a lot of options which can make operations a little bit overwhelming

Shortcomings of Using Online Document Management Systems

While it is advantageous to make use of online document management systems, there are some disadvantages as well. They include the following.

• Security of the documents is not always guaranteed. Therefore, a business risks its business processes every time they use an online document management system.
• Most of these online document management systems many not make it easy for you to edit the document. A desktop system works best for document editing.

• The cost of initial setup may be high. This is especially true if you have a lot of documents to upload.

Part 2The Best Solution for Online Document Management System

If the disadvantages of using an online document management system are deal breakers for you, worry not, you can always decide to use a desktop based system. Wondershare PDFelement is the best tool for document management, particularly PDF document management. This is because PDFelement has thought of everything you could ever need and set up is not difficult. You just need to download the software and you're good to go.

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The following are some of the features you'll find useful.

It allows users numerous ways to edit PDF documents, including the ability to edit scanned or image-rich PDFs thanks to its OCR capabilities. You can even edit and manage the pages on ant PDF document.
You can also use it to convert PDFs to other document formats including Word, Excel, HTML and others.
The security of your document is taken into account with its protection features that allow you to password-protect the document or sections of it.
It is available across many platforms including Windows, Mac and iOS