Best Document Management Software of 2025

Box allows users to access, manage, share, and securely store documents. Thanks to its cloud storage feature, users can access any files they’ve stored in the platform on the web and via its mobile app. Box also allows you to share documents securely with its link sharing feature, which lets you password-protect documents and set expiration dates for recipient access. The platform also allows you to easily organize your documents into folders and subfolders.

Box allows you to restore any document modifications, since it automatically backs up all saved changes. To access this feature, you’d need to purchase a paid subscription plan, which starts at $10 per month for teams and single-user accounts, and $15 per month for businesses. Box’s business plans are also suitable for companies since they all come with additional features, such as unlimited document storage as well as integration with over 1,500 other platforms, like Microsoft Outlook, Slack, Google Workspace, and Adobe Acrobat.

Google Drive is a go-to platform for document management software that integrates with other Google platforms. It’s easy to get started with, more so if you already have a Google account, which lets you log in with an existing Gmail address. The platform’s ‘My Drives’ function makes it simple to organize, store, and upload files from your computer or mobile device, while its ‘Shared With Me’ tab allows you to send and receive shared Google files, such as Google Docs and Sheets. Since Google Drive is a part of Google Workspace tools, it also integrates with Gmail so that you can upload already saved documents as an email attachment. The only downside is that if you upload a lot of files, over time, Google Drive may list them out of order, rather than by the original date you stored them. You may have to re-order them by using its filter tools to sort them in different categories, such as by document type, when they were last updated, and by location, whether in your personal drive, shared tab, or starred folder.

Dropbox is used to store everything from single-use documents to images and video files. The system allows you to easily upload files from your device and categorize them into folders based on their content. It also allows you to sync your documents automatically across the web and mobile, and you can integrate with other platforms like Microsoft Office, Slack, Google Workspace, and Asana. Dropbox also lets you share documents by generating a shareable link. It also allows you to restore deleted files via the ‘Deleted Files’ folder for up to one year under its Professional, Standard, or Advanced subscription plan. The platform also shows a personalized ‘Activity’ section on your profile, which lets you keep track of anyone who’s viewed and accessed your documents if you shared them with others. You can also password-protect your documents before sending and set a deadline for when your shareable document links expire, if you bought one of the above plans. With all of Dropbox’s subscription tiers, you can edit and markup existing PDF documents by adding new text, comments, or highlights. With this tooling, you can also request signatures with the platform’s e-signature feature, which forwards your document to a recipient’s inbox via a private link, along with a signature request.

Adobe Acrobat allows you to manage all your documents in one place. The platform lets you upload documents and share them with others via a shareable link that allows your recipient to view and edit the content you’ve shared. Acrobat also has a file conversion feature that converts existing documents into PDF format. With its robust markup capabilities, Acrobat lets users edit an uploaded document’s text, font and font size, page margins, and its header and footer.

The platform also comes with an e-signature feature and lets you password-protect documents, which comes in handy when wanting to secure personal information. Acrobat also integrates with other document storage systems like Microsoft OneDrive and Google Drive. Adobe Acrobat requires users to pay for a monthly subscription to access all its editing and user sharing features, as the free version has limited capabilities. An Acrobat subscription currently starts at $12.99, which is a bit pricier compared to other document software system plans on this list.

Microsoft OneDrive lets you store documents in the Microsoft Cloud, which is helpful when you want to use other Microsoft platforms like Word and Excel. OneDrive also automatically syncs your files to your OneDrive account. For larger files, you may need to double-check that they’ve been saved properly since the platform can lag when saving documents that require a lot of storage. If you want to access a previous version of a document, Microsoft OneDrive allows you to do so for up to 30 days after you’ve made edits to your document. But, you can only use this feature if you have a paid Microsoft 365 plan, which starts at $19.99 per year or $1.99 per month, and comes with only Microsoft Outlook email and OneDrive.

For extra security, OneDrive encrypts all stored documents and lets users enable two-factor authentication for any file. With its collaborative tooling, users can also share documents and manage how recipients use and access them, though recipients must also have a Microsoft account to access sent documents. The platform also offers shareable links with password protection options. Users can also set certain permission requirements, such as who can edit said documents, document expiration deadlines, and removing access altogether.

DocuWare goes the extra mile in prioritizing document security by making sure any documents you save are compliant with recognized safety standards, like HIPAA (Health Insurance Portability and Accountability Act) and SOC 2 (System and Organization Controls 2). When uploading documents, DocuWare automatically organizes your files with its built-in OCR (Optical Character Recognition) and metadata extraction tools. These functions allow the platform to scan and label your documents accordingly based on what they include. With its advanced search capabilities, DocuWare lets users quickly search for documents by typing in keywords or metadata.

Users can also securely share files with others, track any changes made, and set up access controls that limit who can view, edit, or download shared files. DocuWare also allows e-signatures thanks to integration with DocuSign and Validated ID so recipients can easily sign documents. Since it’s so complex, DocuWare’s advanced tooling system can be challenging to learn. The platform also doesn’t list its subscription prices on its website, so you’d need to request a custom quote from them, which can vary in price based on your software needs.

PandaDoc allows users to store signed documents safely. With its user-friendliness, users can generate contracts, invoices, and other business-related documents that require legally binding signatures. Shared documents don’t require recipients to have a PandaDoc account to view, access, and sign these forms.

The platform also allows you to bulk import your documents, which saves time when uploading. With the platform’s business plan, which is currently priced at $49 per month, users have access to additional features, such as integration with other platforms like HubSpot and Microsoft Dynamics, a content library to store reusable documents, and the ability to suggest edits on shared documents.