Document management system software: 10 options compared
There is no single best document management system, because the right one depends on where your documents live today and how tightly they are regulated. If you already use Microsoft 365, a SharePoint-based system is the natural starting point. For large regulated estates, platforms such as OpenText Documentum and Hyland OnBase are built for the job. This page compares ten, using the same five points for each.
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Method
How we compared them
Every system is described the same way, so you can read across and see the differences quickly.
- What we looked atHow each system is deployed, how it handles security and records, how much workflow it offers, what it connects to, and who it suits.
- The same five points for eachWhat it is, strengths, what to check before you buy, deployment, and who it suits best.
- Where the facts come fromVendor websites and independent product summaries, read on 30 October 2026. Gartner placements are as stated by each vendor, and Gartner does not endorse any vendor.
- Prices and scoresWe leave out prices and scores. Prices change often and many vendors quote by user count, so ask each shortlisted vendor for a written quote.
- Who wrote itAscenWork’s consultants. We have built on SharePoint and Microsoft 365 since 2010, and we cover the wider market here so you can compare like with like.
Document management systems side by side
Ten systems, grouped by type. Deployment is as described by each vendor.
| System | Best for | Deployment |
|---|---|---|
| AscenWork Document Management (Built on Microsoft 365) | Organisations on Microsoft 365 that want a configured system rather than building one from scratch. | Installed in your own Microsoft 365 tenant. Your documents stay in your SharePoint. |
| Microsoft SharePoint (Built on Microsoft 365) | Organisations that already pay for Microsoft 365 and have, or can hire, the skills to design it properly. | SharePoint in Microsoft 365 (cloud), or SharePoint Server on your own infrastructure. |
| M-Files (Metadata and AI-led) | Teams with many document types and a need to find things without browsing folders. | Cloud (hosted on Azure), on premises, or hybrid, under one licence. |
| OpenText Documentum Content Management (Enterprise and regulated) | Large regulated organisations, such as life sciences, government and utilities. | Your own infrastructure, a private cloud, an OpenText-managed service, or public cloud marketplaces (AWS, Google Cloud, Microsoft Azure). |
| Hyland OnBase (Enterprise and regulated) | Mid-sized and large organisations with document-heavy, regulated processes. | Hyland-hosted cloud, your own servers, or hybrid. |
| Laserfiche (Process and capture focused) | Public sector, finance and other teams that want documents and approvals in one place. | Laserfiche Cloud, and a self-hosted version. |
| DocuWare (Process and capture focused) | Small and mid-sized businesses, and departments such as finance and HR that process many documents. | Mainly a cloud service on Microsoft Azure, with on-premises and hybrid set-ups also supported. |
| Box (Cloud content and collaboration) | Teams that share files with outside partners and want security and governance without running servers. | Cloud only (Box-hosted), with several storage regions. |
| Egnyte (Cloud content and collaboration) | File-heavy, regulated teams, such as engineering firms and financial services. | Cloud on AWS, Microsoft Azure or Google Cloud, with a hybrid option and data residency in the US and EU. |
| Zoho WorkDrive (Cloud content and collaboration) | Small and mid-sized teams, especially those already on Zoho. | Cloud, with web and mobile access and a desktop app for offline use. |
The ten systems
Each system in detail
The same five points for every system. Use the filter to see one type of system, and the button on a card if you want help weighing that option.
Built on Microsoft 365
AscenWork Document Management
A ready-made document system that runs on SharePoint Online inside your own Microsoft 365.
A product we configure to your process. Documents sit in repositories for each department or project, with folders, metadata, approvals and version control.
- Your Microsoft 365
Strengths
- Dynamic permissions per repository, project and folder.
- Folders created by rule.
- Metadata search and keyword search.
- OCR on scanned files in more than one language.
- Approver and publisher steps before a document goes live.
Check before you buy
It runs on Microsoft 365 and SharePoint Online only, so it suits organisations that already use them. Changes beyond the standard product are quoted separately.
Deployment
Installed in your own Microsoft 365 tenant. Your documents stay in your SharePoint.
Best for: Organisations on Microsoft 365 that want a configured system rather than building one from scratch.
Built on Microsoft 365
Microsoft SharePoint
The platform behind the entry above, and a document management system in its own right when it is set up with care.
Document libraries in Microsoft 365 with version history, metadata columns, content types, permissions, co-authoring and retention labels through Microsoft Purview.
- Cloud
- On premises
Strengths
- Included in many Microsoft 365 plans.
- Several people can edit one file at once.
- Works with Teams, Outlook and Office.
- Retention and records controls are available through Purview.
Check before you buy
It becomes a good document system only after you design the metadata, permissions and structure. Without that design, libraries grow into folder sprawl.
Deployment
SharePoint in Microsoft 365 (cloud), or SharePoint Server on your own infrastructure.
Best for: Organisations that already pay for Microsoft 365 and have, or can hire, the skills to design it properly.
Metadata and AI-led
M-Files
A system that finds documents by what they are, not by which folder they sit in.
A document management platform that classifies each document by metadata and groups documents into views, so people search by content and context instead of folder paths.
- Cloud
- On premises
- Hybrid
Strengths
- Metadata-driven structure with workflow that follows a document through draft, approval and publication.
- Permissions can change with a document’s metadata.
- Generative AI assistant (Aino).
- Connects with Microsoft 365, Google Workspace and SAP.
- Named a Leader in the 2026 Gartner Magic Quadrant for Document Management, according to M-Files.
Check before you buy
The metadata model needs planning before roll-out. It is a separate platform to buy, run and learn, even though it connects to Microsoft 365.
Deployment
Cloud (hosted on Azure), on premises, or hybrid, under one licence.
Best for: Teams with many document types and a need to find things without browsing folders.
Enterprise and regulated
OpenText Documentum Content Management
Built for very large content estates in regulated industries.
A document management platform for capturing, indexing, storing, tracking and archiving documents in one repository, with records management and governance.
- Cloud
- On premises
Strengths
- Records and retention policies.
- Connectors for SAP, Microsoft 365 and Salesforce.
- Solutions for life sciences, government, healthcare and energy.
- OpenText lists compliance standards that include HIPAA, 21 CFR Part 11 and ISO 27001.
- OpenText was named a Leader in the 2024 Gartner Magic Quadrant for Document Management, according to OpenText.
Check before you buy
It is aimed at large organisations with dedicated administrators. For a team of a few hundred people it may be more than you need.
Deployment
Your own infrastructure, a private cloud, an OpenText-managed service, or public cloud marketplaces (AWS, Google Cloud, Microsoft Azure).
Best for: Large regulated organisations, such as life sciences, government and utilities.
Enterprise and regulated
Hyland OnBase
A modular platform that combines documents, workflow and case management.
An enterprise content platform from Hyland that brings together document management, process automation, case management and records retention.
- Cloud
- On premises
- Hybrid
Strengths
- Capture from scanners, email and files, with AI-assisted classification and data extraction.
- Accounts payable automation.
- A low-code builder.
- Strong fit for document-heavy work in finance, insurance, healthcare, government and education.
- Hyland says it was named a Leader in the 2026 Gartner Magic Quadrant for Document Management.
Check before you buy
Third-party reviews note that the breadth of the platform has a learning curve, and that full set-up often needs trained administrators or a Hyland partner. Costs depend on the modules you add.
Deployment
Hyland-hosted cloud, your own servers, or hybrid.
Best for: Mid-sized and large organisations with document-heavy, regulated processes.
Process and capture focused
Laserfiche
Document management with low-code process automation and records control in one platform.
A cloud platform that combines document management, workflow and forms, and AI tools such as automatic metadata extraction and document summaries.
- Cloud
- On premises
Strengths
- Many ways to capture content, including scanning, email archiving and mobile apps.
- Low-code workflows and a marketplace of ready-made solutions.
- Records retention and disposal.
- Laserfiche says its AI does not use customer data to train external models.
Check before you buy
Process automation and records features are broad, so decide which modules you need before comparing quotes.
Deployment
Laserfiche Cloud, and a self-hosted version.
Best for: Public sector, finance and other teams that want documents and approvals in one place.
Process and capture focused
DocuWare
A document and workflow platform that is strong on capture and finance processes.
A document management and workflow automation platform from Germany, founded in 1988 and owned by Ricoh since 2019.
- Cloud
- On premises
- Hybrid
Strengths
- Capture from scanners, email, Office files and web forms with OCR and automatic indexing.
- A drag-and-drop workflow designer.
- AI-based classification and data extraction.
- Common uses are invoice processing, contracts and HR files.
- Connectors for common ERP systems.
Check before you buy
Prices are not published and are quoted by user count, so ask for a written quote. Check that the ERP connector you need exists.
Deployment
Mainly a cloud service on Microsoft Azure, with on-premises and hybrid set-ups also supported.
Best for: Small and mid-sized businesses, and departments such as finance and HR that process many documents.
Cloud content and collaboration
Box
A cloud content platform with strong sharing and security controls.
A cloud content management service with a central repository, version control, permissions, metadata and retention controls.
- Cloud
Strengths
- Retention and legal hold.
- No-code workflow automation.
- Built-in e-signature (Box Sign).
- AI that summarises documents and extracts data from contracts.
- Customer-managed encryption keys.
- Data can be stored in several regions.
- Box says it was named a Leader in the 2026 Gartner Magic Quadrant for Document Management.
Check before you buy
It is a cloud service only. Real-time co-editing of Office files relies on integrations rather than a built-in editor.
Deployment
Cloud only (Box-hosted), with several storage regions.
Best for: Teams that share files with outside partners and want security and governance without running servers.
Cloud content and collaboration
Egnyte
A governed file platform for teams that work with large files and need to control who sees what.
A cloud content platform that brings an organisation’s files together, applies security and compliance controls, and lets distributed teams share files without a VPN.
- Cloud
- Hybrid
Strengths
- Hybrid option that caches large files locally while keeping them governed centrally.
- Data classification and sensitive-content detection.
- AI-assisted search and summaries that respect file permissions.
- Used in architecture, engineering and construction, life sciences and financial services.
Check before you buy
It is positioned as a governed store of content that sits beside other systems, so check how much workflow you need before choosing it.
Deployment
Cloud on AWS, Microsoft Azure or Google Cloud, with a hybrid option and data residency in the US and EU.
Best for: File-heavy, regulated teams, such as engineering firms and financial services.
Cloud content and collaboration
Zoho WorkDrive
A simple team document store that fits best with other Zoho products.
A cloud service for central file storage with team folders, version history, role-based access and co-editing.
- Cloud
Strengths
- Team folders with permissions for each folder.
- Version history and an activity timeline.
- Folder templates for repeat projects.
- Works well if your teams already use Zoho apps.
Check before you buy
Advanced workflow automation is limited. Large organisations or highly regulated sectors may outgrow it.
Deployment
Cloud, with web and mobile access and a desktop app for offline use.
Best for: Small and mid-sized teams, especially those already on Zoho.
Which one to look at first
Match your situation to the type of system, then ask two or three vendors in that group for a written quote.
| If this is you | Start by looking at | Why |
|---|---|---|
| Your people already work in Microsoft 365 and Teams | SharePoint, or a system built on it such as AscenWork Document Management | Documents stay where people already work, under the security and admin you already run. |
| You have many document types and want to find files without browsing folders | M-Files | It organises documents by metadata and offers views instead of folder trees. |
| You are large and regulated, with strict records and audit rules | OpenText Documentum or Hyland OnBase | Both are built for high volumes, records management and compliance. |
| Your main problem is paper, invoices and approvals | DocuWare or Laserfiche | Both are strong on capture, indexing and workflow. |
| You share files with outside partners and do not want to run servers | Box or Egnyte | Both are cloud-first with sharing and governance controls. |
| You are a small team already on Zoho | Zoho WorkDrive | It fits the Zoho apps you already use and keeps things simple. |
Five questions to settle before you compare vendors
Answering these first makes every demo and quote easier to judge.
How much content, and how fast is it growing?
Count today’s documents, the yearly additions and the scanned paper you still need to bring in. Volume affects the platform, the storage and the cost.
What must you prove to an auditor?
List the retention periods, audit trails and access records you need. Check that each vendor supports them in the edition you are quoted.
How complex are your approvals?
Write down who approves what, in what order, and what happens on rejection. Simple approvals fit most tools. Complex ones need a workflow engine.
Cloud, on premises or hybrid?
Some data cannot leave your network. Others are simpler in the cloud. Decide this early, because not every system offers every option.
Which systems must it connect to?
Name your ERP, email, Microsoft 365 or Google Workspace, and any finance or HR system. Ask each vendor to show the connector, not just promise one.
Frequently asked questions
What is a document management system?
A document management system stores documents in one place, controls who can see or change them, keeps a history of versions, and often adds search, approvals and retention rules. It replaces shared drives and email attachments as the place where the official copy lives.
Is SharePoint a document management system?
Yes. SharePoint in Microsoft 365 includes document libraries with version history, metadata, permissions, co-authoring and retention labels. It works best when the structure, metadata and permissions are designed up front, which is where a configured product or a partner helps.
Should we choose cloud or on-premises document management?
Choose cloud when you want less infrastructure to run and easy access for remote teams. Choose on premises or hybrid when rules require data to stay on your network or when you hold very large archives. Several vendors on this page offer both, so check the edition you are quoted.
Which features matter most?
Version control, permissions, search by details and by content, approval workflow, an audit trail, retention rules and integration with the tools your people already use. Rank them by what you must prove or automate, not by the length of a feature list.
Who writes this comparison?
AscenWork, a Microsoft 365 specialist that has built on SharePoint since 2010. Each system is described in the same way, using vendor sources that are listed at the bottom of the page.
How much does a document management system cost?
Prices vary by vendor, users, modules and deployment, and most are quoted rather than published. We show none here. Ask each shortlisted vendor for a written quote that lists what is included and what costs extra.
Keep reading
Related guides and services
AscenWork Document Management
The ready-made system on SharePoint Online listed above.
Best document management software in India
A shorter look at options for Indian organisations.
SharePoint vs Google Drive
How the two compare for enterprise document management.
SharePoint vs file servers
Where file servers fall short and what SharePoint adds.
Document management mistakes to avoid
The errors that make a document system hard to use.
SharePoint development
Custom document management on SharePoint, built by our team.
Sources
Where the facts on this page come from
Read on 30 October 2026. Vendors change products and editions, so check their own pages before you buy.
M-Files
Product pages and Gartner placement statement.
Hyland: Gartner statement
Hyland’s page on the 2026 Gartner Magic Quadrant for Document Management.
Box: Gartner statement
Box’s page on the 2026 Gartner Magic Quadrant for Document Management.
OpenText Documentum
Product page for Documentum Content Management.
OpenText: Gartner statement
OpenText’s post on its placement in the 2024 Gartner Magic Quadrant.
Laserfiche documentation
Overview of Laserfiche Cloud.
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