How to Choose a Document Management System

You’ve probably heard the term “document management system” a lot, but what does it actually do? In short, it helps you store and organize your documents. But not all document management systems are created equal. You need to choose the system that best fits your needs. Here are some questions to ask to help you find the best document management system for your business.

What are some questions to ask when searching for a document management system?

What types of documents would you like to track? How big of a database will you need? How many users can you afford? How is the file hierarchy setup? Are you required to have or share PDFs? What kind of reports will you need? Will you need other services? How much is the monthly cost? How quickly will you need access to new systems? Are there a number of integrations? What licenses are required? How much support will you need? The cost of the systems, any required licenses, and available integrations will make up most of the cost for your system. You will not have to purchase a new computer or purchase a new mobile device for every business, so less will be required. Different applications are different. There is no universal “best” for every task.

What should you consider when looking for a document management system?

You’ll want to look for a good mix of features and a system that offers flexibility and variety so that you’re not stuck with a bunch of unnecessary bells and whistles. Not every document management system needs to be the same. Some need only an email address and some need an entire website or app. However, a very basic document management system (such as Microsoft SharePoint or Office 365) is quite different from a more advanced or specialized system (such as the ones listed on our site). There are some similarities in the features you can get as well. For example, you can use a platform to track any kind of document – project plans, financial statements, invoices, etc. When you know exactly how your processes for working on documents in your company will look like, you will know which features for a DMS you will need. And when you know the features, you can just select them on our main page to find the right system for your business requiremenst:

How do you evaluate document management systems?

Start with an understanding of your document management system goals. You want to identify the type of files that you’ll be moving into your system and how often you’ll be sharing those files with your employees. You’ll also want to know how you’ll manage these files once they are in the system and how you’ll review documents before they are released to the business. Each document management system will have a different implementation for these three different areas, so it’s important to find one that best fits your needs. If you need more details, check out our detailed guide to document management systems. You also want to understand how document management systems store information.


Choosing the right document management system for your business can save you a lot of time, hassle and money. This article has hopefully given you some good advice on what questions to ask to help you find the best solution.