Top 10 File Management Systems to Streamline Your Work

Technology has revolutionized the way we work, especially with the recent shift towards remote work. As businesses go virtual, the need for digitization has become paramount. From remote collaboration software to online meeting solutions, technology has played a crucial role in supporting virtual teams. However, one aspect that often gets overlooked is file management.

In a virtual environment, sharing paper documents becomes impossible. Businesses create and manage a plethora of documents every day, including training manuals, onboarding materials, checklists, blog posts, and more. The importance of having effective practices in place to manage these documents cannot be overstated. That's where a file management system comes in.

What is a File Management System?

A file management system is a cloud-based service that facilitates the storage, management, and sometimes creation of all your documents and files from a single point of contact. It operates as a filing system in the cloud, allowing you to store and retrieve your files from anywhere in the world.

Remote working has exposed the limitations of traditional paper-based document storage models, causing chaos and inefficiency. The challenges of error, misplacement, and the costs of maintaining file cabinets are just a few of the hurdles businesses face daily. Moreover, accessing paper documents becomes impossible when working remotely.

According to statistics, employees spend 50% of their time searching for documents. This is where a file management system plays a significant role in making file management easier, faster, and more efficient.

Advantages of File Management Systems

File management software and systems offer numerous advantages compared to physical file storage systems:

• Easy access to files from anywhere
• Streamlined collaboration and sharing
• Version control and tracking
• Enhanced security and compliance
• Improved organization and searchability

With over 77% of business owners wanting remote access to their files, implementing a file management system is an obvious decision.

Top 10 File Management Systems to Streamline Your Work

Here are our top picks for the best file management software and systems available today:

1. SharePoint: SharePoint by Microsoft is a powerful file management system that empowers teams to store and manage all company knowledge. It allows for dynamic team sites, sharing data, news, and important resources. SharePoint integrates seamlessly with Microsoft 365 suite of apps.
2. DocuWare: DocuWare is a document management and workflow automation service that reduces time wastage and helps employees be more productive. It offers advanced document indexing and storage abilities, ensuring easy access to files from anywhere.
3. ProofHub: ProofHub is a cloud-based SaaS tool that offers efficient file management software. It allows project teams to upload, store, and organize all their documents in one place. Advanced search and file versioning features simplify the whole process.
4. Google Drive: Google Drive is a free collaboration platform that integrates with Google Docs and Google Sheets. It offers 15GB of cloud storage and allows users to store and access their files easily. It is a simple and intuitive tool, suitable for the average user.
5. Alfresco: Alfresco is an Enterprise Content Management Tool that provides a single source of truth for all your data and files. It offers document management, workflow automation, and scanning capabilities. Alfresco helps improve workflow and removes content silos.
6. M-Files: M-Files organizes company files based on their content, allowing for easy retrieval no matter where the file is stored. It offers centralized file management, metadata tagging, and enterprise-grade security.
7. OnlyOffice: OnlyOffice is a comprehensive file management system that combines document management, collaboration, and storage features. It supports all major file formats and allows users to track changes, access version history, and connect cloud storage services.
8. LogicalDoc: LogicalDoc is an open-source file management system that helps convert paper documents into digital files. It offers easy drag and drop file uploading, collaboration features, and barcode management capabilities.
9. Dokmee: Dokmee is a file management system that focuses on scanning and indexing documents. It offers multi-user access, document audit, restrictions, version control, and more. Dokmee's scanning technology extracts data from documents with ease.
10. Hightail: Hightail is a file sharing and collaboration platform that simplifies file sharing and creative collaboration. It allows for real-time annotation, versioning, and tracking of files. Hightail promotes secure file sharing with password protection and expiration limits.

Implementing a file management system can streamline your work, improve productivity, and reduce stress. Choose the one that best suits your business needs and start managing your files efficiently.

These are our top picks for the best file management systems available today. Incorporating a file management system into your workflow can give you a competitive edge in the digital era. Stay organized, productive, and stress-free by utilizing the power of file management systems.

Read more:

• SharePoint
• DocuWare
• ProofHub
• Google Drive
• Alfresco
• M-Files
• OnlyOffice
• LogicalDoc
• Dokmee
• Hightail