Drowning in endless paperwork?
Chasing documents and worrying about compliance drains your team’s energy. It’s a constant struggle to stay organized and secure.
The real issue is that manual tracking leads to costly errors. This not only slows down your daily operations but also puts your entire business at risk.
According to ContentBypeak, 43% of companies experience document errors from manual processes. These simple mistakes create major operational delays and significant compliance headaches.
But what if you could streamline your entire document workflow? A proper system eliminates these risks and boosts efficiency across your whole organization.
Speaking of streamlining operations and managing systems efficiently, my guide on best dealer management system might also be useful for specific business needs.
In this guide, I’ll help you find the best document tracking system for your unique needs. We are going to cut through all the vendor jargon.
You will discover exactly how to enhance security, ensure compliance, and reclaim your team’s valuable time by choosing the right tool.
Let’s dive in.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | DocuWare → | Scaling SMBs & mid-market firms | |
| 2 | ONLYOFFICE → | SMBs prioritizing collaboration | |
| 3 | Dokmee → | Scaling SMBs needing ECM | |
| 4 | Folderit → | Scaling SMBs focusing on security | |
| 5 | Zoho WorkDrive → | Operations managers & IT leads |
1. DocuWare
Tired of misfiled documents and compliance headaches?
DocuWare offers document management and workflow automation to digitize, automate, and transform your key business processes, ensuring compliance and productivity. This means you can say goodbye to manual tasks and time-consuming processes.
For operations managers and IT leads facing information overload, DocuWare tackles inefficiencies, misfiled documents, and compliance risks. Its AI-driven Intelligent Document Processing (IDP), leveraging advanced OCR and HTR, extracts data at the beginning of the document lifecycle, streamlining operations and ensuring accuracy.
Here’s how to simplify your complex information.
DocuWare streamlines workflows across various departments and industries, from automated invoice processing to employee file management. This allows your teams to collaborate effortlessly, leverage information, and complete projects faster.
For instance, its secure document archiving keeps your critical documents safe and easily accessible, while its workflow management and task manager capabilities ensure processes like purchase-to-pay and sales order processing are smooth. Additionally, integrations with Teams, Outlook, and SAP mean DocuWare fits seamlessly into your existing software ecosystem.
You can also use electronic signatures and forms, helping you go paperless and maintain compliance effortlessly. DocuWare supports both cloud and on-premises deployment, giving your growing team flexibility.
The result is increased efficiency and streamlined compliance.
Key features:
- Intelligent Document Processing (IDP): Uses AI-driven OCR and HTR for automated data extraction, reducing manual entry errors and speeding up document handling from the start.
- Comprehensive Workflow Automation: Manages processes like automated invoice processing, contract management, and employee file management to boost productivity and ensure compliance.
- Secure Archiving & Integrations: Provides secure document storage and seamless integration with critical business applications like Teams, Outlook, and SAP for enhanced collaboration and accessibility.
DocuWare features, pricing, & alternatives →
Verdict: DocuWare is a robust, top-rated solution for businesses seeking the best document tracking system. Its AI-driven IDP and workflow automation, as seen in the case studies where one company eliminated 100 hours a month in bookkeeping alone, boost productivity and ensure compliance, making it ideal for scaling SMBs and mid-market firms balancing ease of use with security needs.
2. ONLYOFFICE
Tired of misfiled documents and compliance headaches?
ONLYOFFICE Docs streamlines your document workflows with robust editing and collaboration tools. This means you can view, edit, and collaborate on various file types directly within your platform.
This powerful suite is designed to help your team overcome the common pain points of inefficiency, as it provides a comprehensive set of tools for managing your documents from creation to archiving.
Here’s how ONLYOFFICE helps.
ONLYOFFICE simplifies document tracking by centralizing your files within secure, room-based document management systems or integrating with your existing business platform. This allows for unified access and control.
You can share documents for viewing, editing, reviewing, commenting, or form filling, leveraging character- and paragraph-level co-editing modes. This ensures seamless real-time collaboration and version control, preventing data silos. Additionally, you can compare and review documents, track changes, and communicate via built-in chat or even audio/video calls.
Plus, AI-powered virtual assistants enhance productivity by generating text, images, and code, providing quick answers, checking grammar, and translating content. This comprehensive approach addresses compliance risks and boosts overall document governance. The result is a user-friendly, efficient, and scalable solution for your growing team.
While securing your documents is essential, understanding GDPR compliance software is equally important for avoiding potential audit issues.
Key features:
- Comprehensive Document Editors: View, edit, and collaborate on a wide range of file types including documents, spreadsheets, presentations, and PDFs.
- Seamless Collaboration Tools: Utilize real-time co-editing, track changes, compare documents, leave comments, and communicate via built-in chat or calls.
- Secure Document Management: Deploy within secure DocSpace rooms, integrate with over 40 platforms, or work offline with desktop and mobile apps, ensuring data security.
ONLYOFFICE features, pricing, & alternatives →
Verdict: ONLYOFFICE stands out as a strong contender for the best document tracking system, particularly for SMBs and mid-market firms prioritizing collaboration, security, and flexible integration. Its robust editing suite, real-time co-editing, and comprehensive security features, including three levels of encryption and compliance with international standards, make it ideal for streamlining workflows and ensuring compliance.
3. Dokmee
Tired of document chaos and compliance headaches?
Dokmee helps you organize, secure, and manage all your Enterprise Content needs effectively.
This means you can go digital today and manage all your files efficiently, moving beyond scattered paper records.
It’s time to take control.
Dokmee offers comprehensive Enterprise Content Management (ECM) solutions, enabling you to digitize, manage, and track your documents across various formats like PDFs, Word, Excel, and even emails. Their Capture software provides powerful production-level imaging and data capture, with advanced indexing features like Magic Indexing and AI-based scripting, all without per-click charges. This ensures your team can scan unlimited files and automate data extraction efficiently. Additionally, Dokmee Cloud offers a securely hosted, fully-featured ECM solution for online collaboration, allowing your team to work on the go from anywhere with Wi-Fi, while also providing audit logs for file access and actions.
You’ll gain control and boost productivity.
While streamlining document processes, remember that effective conflict checking is crucial for compliance, especially in larger operations.
Key features:
- Enterprise Content Management (ECM): Organize, secure, and efficiently manage diverse file types, including PDFs, Word documents, Excel sheets, and emails, to centralize your document tracking.
- Automated Data Capture & Indexing: Scan unlimited files without per-click charges, utilizing advanced features like Magic Indexing and AI-based scripting for efficient data extraction and organization.
- Cloud & Mobile ECM: Collaborate securely from anywhere with Dokmee Cloud, featuring audit logs for file access and actions, plus mobile ECM for on-the-go document management.
Dokmee features, pricing, & alternatives →
Verdict: Dokmee stands out as a strong contender for the best document tracking system, offering robust Enterprise Content Management and automated data capture tools. Its unlimited scanning, flexible workflows, and secure cloud collaboration capabilities directly address challenges of inefficiency and compliance, making it ideal for scaling SMBs seeking streamlined document governance.
4. Folderit
Tired of misfiled documents and compliance worries?
Folderit offers a central source of truth for your files, simplifying access control and searchability.
This addresses your core pain points of inefficiency and lost documents, allowing you to streamline your operations and reduce stress.
Here’s how Folderit solves those problems.
Folderit centralizes your files in a secure online repository, eliminating manual exchanges and local storage bottlenecks. This means your team can easily find and share documents, enhancing overall productivity.
You can securely store any file type, with features like 256-bit encryption and two-factor authentication ensuring your data is protected. Additionally, unlimited version history means every change is saved, preventing accidental overwrites and ensuring traceability.
Plus, Folderit supports automated workflows for approvals and e-signatures, significantly reducing the time spent on manual processes. It also offers automated retention scheduling for compliance and features like OCR content indexing to make all your scanned documents searchable.
The result is robust document governance.
If you’re also looking into broader cloud infrastructure, my article on Azure management tools covers how to optimize costs and monitoring effectively.
Key features:
- Secure Document Storage: Store any file type up to 50 GB per file with ISO 27001, GDPR, and HIPAA compliance, ensuring maximum data security.
- Automated Workflows: Implement approval and electronic signature workflows, automated document numbering, and scheduled reminders to boost efficiency.
- Advanced Search & Access: Utilize OCR content indexing, custom metadata, and granular permission levels for easy file retrieval and controlled sharing.
Folderit features, pricing, & alternatives →
Verdict: Folderit offers robust features like automated workflows, granular access controls, and comprehensive audit trails, making it a strong contender for the best document tracking system. Its focus on user-friendliness, security, and compliance (ISO 27001, GDPR, HIPAA) helps scaling SMBs ensure efficient document management and simplified audits.
5. Zoho WorkDrive
Are your documents creating compliance headaches?
Zoho WorkDrive offers an intelligent content management platform to centralize your files, collaborate in real time, and automate workflows. This means you can easily organize your essential business documents and regain control. The result is a unified system, breaking down content silos to bring everyone’s work under one roof.
Dealing with scattered files and version control issues?
Zoho WorkDrive helps you solve this by providing a secure, AI-powered platform. You can centralize files, allowing for real-time collaboration among your team members. Additionally, features like file annotations and data templates streamline your processes, ensuring consistency and accuracy across your organization. Plus, with desktop and mobile apps, your team can stay connected and access information from anywhere, ensuring continuous productivity.
This means you can easily manage and share all your corporate content.
Key features:
- Centralized File Repository offers a secure place for all your business documents, eliminating scattered files and ensuring everyone works from the correct versions.
- Real-time Collaboration & Workflow Automation allows teams to work together efficiently on documents, streamlining processes and boosting overall productivity for your scaling business.
- Enterprise-Grade Security & Compliance provides GDPR and HIPAA compliance, ensuring your sensitive data is protected and meets industry-specific standards, mitigating risks.
Zoho WorkDrive features, pricing, & alternatives →
Verdict: Zoho WorkDrive stands out as a strong contender for the best document tracking system, especially for operations managers and IT leads. Its focus on centralizing files, enhancing real-time collaboration, and ensuring enterprise-grade security and compliance directly addresses pain points like inefficiency and compliance risks, delivering a user-friendly and scalable solution.
6. Dropbox
Are misfiled documents and compliance risks slowing you down?
Dropbox helps you store, share, and access files across devices, streamlining operations. This means your team can find content when needed.
This platform helps manage, organize, and protect company content, ensuring your documents are always accessible and secure. You’ll gain control over your business’s critical information.
So, how can Dropbox help you?
Dropbox provides a central hub for your team to access content from anywhere, on any device. You can easily prepare, edit PDFs, send, and eSign your most important contracts, all in one place.
It also supports sending large files with Transfer and sharing links with tiered file permissions, improving speed and security. Additionally, features like Replay streamline feedback and approval on video projects, reducing meeting time.
Plus, you can automatically back up your devices and restore deleted files for up to a year, offering robust data protection. This combination ensures your business operates efficiently and securely.
It’s about working smarter, not harder.
If you’re also optimizing your business operations, my guide on best cloud PBX systems provides insights into modern communication solutions.
Key features:
- Centralized content hub: Store, share, and access all your files across devices, ensuring everyone on your team has up-to-date information.
- Secure document handling: Edit PDFs, brand files, password protect content, and eSign important contracts, all while tracking activity with DocSend.
- Streamlined collaboration tools: Utilize Replay for faster video reviews and approvals, and share large files securely with tiered permissions.
Dropbox features, pricing, & alternatives →
Verdict: For operations managers and IT leads at scaling SMBs and mid-market firms, Dropbox stands out as a strong contender for the best document tracking system. Its comprehensive features, from secure file sharing and e-signatures to robust backup and admin controls, directly address pain points around inefficiency and compliance risks.
7. Google Workspace
Tired of misfiled documents and compliance headaches?
Google Workspace integrates essential business applications to tackle document tracking and collaboration challenges. This means you can centralize your files, communications, and productivity tools, all in one place.
You’ll find relief with integrated apps like Docs and Drive for your files, while Gmail handles professional email. This approach ensures your documents are organized and accessible whenever you need them.
Simplify your document workflow today.
Google Workspace addresses common pain points by providing cloud storage via Drive, allowing you to store data securely with up to 5TB per user. This capacity helps you avoid information overload and ensure everything is easily retrievable.
You can streamline contract management with eSignature directly in Docs, simplifying vendor agreements and customer contracts. Additionally, the platform offers enterprise-grade security to protect your files and meetings with AI-powered security and compliance controls, keeping your data safe and compliant.
Plus, you can leverage AI tools like Gemini and NotebookLM within Docs and Sheets to craft compelling content, generate insights, and conduct research, boosting productivity and making your files smarter.
Achieve greater efficiency and security now.
Key features:
- Centralized cloud storage through Google Drive offers ample space (up to 5TB per user) to keep all your documents secure, organized, and accessible from any device, simplifying file management.
- Integrated eSignature capabilities within Docs allow you to efficiently manage and execute vendor agreements, customer contracts, and other critical documents directly within the platform.
- AI-powered security and compliance controls safeguard confidential data by automatically identifying and classifying sensitive information, minimizing data loss and helping you meet regulatory requirements.
Google Workspace features, pricing, & alternatives →
Verdict: Google Workspace stands out as a strong candidate for the best document tracking system for scaling SMBs, offering robust features like cloud storage, eSignature, and enterprise-grade AI security. Its integrated suite of familiar tools helps you streamline workflows, enhance document governance, and ensure compliance with ease, delivering measurable results for your business efficiency.
8. Microsoft SharePoint
Struggling with document chaos and compliance headaches?
Microsoft SharePoint offers robust collaboration and content management to address these pain points.
This means you can securely collaborate, sync, and share content while maintaining control over sensitive information. Here’s how.
Experience true content mastery.
Microsoft SharePoint serves as an enterprise-grade content management platform that unites cloud scalability with robust security measures. This allows your team to effectively manage vast amounts of data without compromising performance.
You can streamline document workflows with AI-powered, end-to-end management for critical documents like contracts. Additionally, features like AI-enabled autofill automatically extract, summarize, and generate metadata from files, boosting efficiency. Plus, you can translate documents into multiple languages, ensuring efficient communication across diverse teams.
This ultimately leads to enhanced productivity and improved document governance.
Key features:
- Secure Collaboration: Share files and co-author documents in real time, ensuring controlled access and robust versioning both internally and externally.
- AI-Powered Automation: Utilize AI to streamline document workflows, automate metadata generation, and translate content for increased efficiency and accuracy.
- Enterprise-Grade Content Management: Benefit from cloud scalability, advanced access controls, and comprehensive data governance to protect your information.
Microsoft SharePoint features, pricing, & alternatives →
Verdict: Microsoft SharePoint stands out as a best document tracking system for scaling SMBs, offering enterprise-grade security and AI-powered features for efficient document management. Over 200,000 organizations and 190 million people trust it for their content needs, making it a proven solution for compliance and productivity.
9. M-Files
Tired of document chaos and compliance headaches?
M-Files, a robust document management system, directly tackles these by helping you automate processes and easily find information.
This means you can say goodbye to misfiled documents and reduce costly workflow disruptions.
Here’s how you can simplify operations.
M-Files solves this by revolutionizing document management with its AI-powered platform. It natively stores content within Microsoft 365, maximizing user productivity.
You can automate document-centric workflows across creation, collaboration, and approval, boosting your team’s efficiency and accuracy. This ensures documents are easily found and used in the proper business context. Additionally, M-Files automates access rules, securely shares and collaborates externally, and produces a comprehensive audit trail to reduce business risk.
The result: a compliant, user-friendly system.
While document management is crucial for all sectors, my article on best university management systems could be helpful for academic institutions.
Key features:
- AI and Metadata: Leveraging AI and metadata, M-Files enables smarter document searches, making it easier to find and utilize your information effectively.
- Workflow Automation: It automates document-centric processes from creation to approval, enhancing your operational efficiency and overall accuracy.
- Security & Compliance: M-Files automatically applies document access rules, facilitates secure external collaboration, and creates detailed audit trails to mitigate business risks.
M-Files features, pricing, & alternatives →
Verdict: For operations managers and IT leads navigating growth, M-Files stands out as a best document tracking system. It offers robust integrations, AI-powered automation, and comprehensive security features that directly address common pain points like information overload and compliance risks. Over 5,000 companies trust M-Files, which could provide your team with better document searches and improved workflow efficiency.
Conclusion
Still struggling to find important documents?
Choosing the right system feels overwhelming. You’re trying to balance security, ease of use, and integrations without breaking your company’s budget.
Research Nester found organizations with automated tracking achieve a 68% reduction in retrieval time. That is a massive productivity boost and a huge step toward better audit compliance for your small enterprise.
So, what’s my top recommendation?
After my extensive review, DocuWare stands out as the best overall solution for scaling businesses that face these exact challenges.
Its AI-driven Intelligent Document Processing eliminates manual errors and significantly speeds up workflows. It’s truly the best document tracking system for ensuring compliance and boosting productivity.
Beyond document tracking, ensuring your data is accurate is crucial. My analysis of best data quality tools provides valuable perspectives.
I highly recommend you book a free demo of DocuWare to see how its automation can simplify your complex processes.
Your team will thank you.
