Your team’s important files are likely scattered across shared drives, email inboxes, and personal folders. Finding the right version of a contract or the latest project update can feel like a full-time job. This digital clutter doesn’t just waste time; it creates risk and slows down your entire operation. A dedicated document management system brings order to this chaos, creating a central, secure hub for all your work. This guide is designed to help you move beyond messy folders and find a real solution. We’ll walk through the essential features, compare the top contenders, and show you how to choose from the best document management systems for your team.

Key Takeaways

  • A DMS is a workflow hub, not just a storage folder: It should actively improve how your team works by automating tasks, managing document versions, and integrating with the tools you already use every day.
  • Choose a system that solves your real-world problems: Before looking at demos, list your team’s biggest frustrations. The right DMS will have specific features, like a secure client portal or smart email filing, that directly address those pain points.
  • Look at the return, not just the price tag: The true value of a DMS comes from the hours your team saves on manual tasks and the security you gain from features like audit trails and controlled access.

What is a Document Management System?

Think of a Document Management System (DMS) as a central digital library for your business. It’s a software solution designed to help you store, organize, manage, and track all your electronic documents in one secure place. This system replaces scattered files, messy shared folders, and outdated paper filing cabinets.

The main goal is to make it simple for your team to find, share, and collaborate on important files. A DMS gives you a structured and searchable hub for everything from client contracts to project plans, bringing order to your digital chaos.

Core Features of a Modern DMS

A modern DMS goes far beyond simple storage. It’s packed with tools designed to make your team more efficient. While every platform is different, there are a few core features you should expect to see.

A great system is easy for your whole team to use and has a powerful search function to find any document in seconds. You should also have control over who can view, edit, or share files. Other key tools include version control, which tracks changes to a document, and workflow automation to handle repetitive tasks for you.

How Different Industries Benefit

A document management system isn’t a one-size-fits-all tool. The needs of an accounting firm are very different from those of a construction company or a legal practice. That’s why it’s important to find a DMS that understands the specific challenges of your industry.

For example, legal and financial firms need to meet strict compliance standards, so they require a system with robust audit trails. An engineering firm might prioritize version control for project drawings. Choosing a DMS built with your industry in mind ensures it supports your unique workflows.

Business Problems a DMS Can Solve

If your team relies on basic cloud storage like Google Drive or Dropbox, you might be running into limitations. These tools are great for personal use, but they often lack the structure and security a growing business needs. Finding the right file can feel like a treasure hunt, and it’s hard to know if you’re looking at the most recent version.

A true DMS solves these problems. It provides a clear, organized structure for all your files and offers advanced security, version control, and powerful integrations with other business software. By centralizing your documents, a DMS helps your team work more efficiently.

Must-Have Features in a Great DMS

A great document management system does more than just store your files. It acts as the central hub for your team’s work, streamlining how you create, share, and manage information. When you’re comparing options, it’s easy to get lost in long feature lists. The key is to focus on the capabilities that will actually make a difference in your day-to-day operations.

Think about the bottlenecks in your current workflow. Where do documents get lost? What tasks take up too much manual effort? The right DMS will have features designed to solve those specific problems, making your entire team more organized and efficient.

A User-Friendly Interface and Smart Search

If a DMS is difficult to use, your team simply won’t adopt it. A clean, intuitive interface is essential for getting everyone on board without extensive training. Your files and folders should be easy to find, and the layout should feel logical and uncluttered.

Beyond simple navigation, a powerful search function is a must. You need to be able to find any document quickly, whether you’re searching by keyword, client name, or file type. A smart search tool digs through the content of your documents, not just the file names, saving you from manually clicking through folders to find what you need.

Version Control and Document History

Have you ever worked on a document, only to realize you were using an outdated version? Version control solves this problem by tracking every change made to a file. It creates a clear history of edits, showing who made changes and when.

This feature is crucial for collaborative work. If someone makes a mistake or you need to refer to an earlier draft, you can easily revert to a previous version. It eliminates the confusion of saving multiple copies with names like “Final_Report_v2_final_FINAL.” Everyone works from a single, up-to-date document, ensuring consistency and accuracy.

Simple Collaboration and Sharing Tools

Your DMS should make it easy for your team to work together, whether they’re in the same office or across the globe. Look for features that allow multiple people to edit a document at the same time. The ability to leave comments and tag colleagues for feedback keeps conversations organized and tied directly to the relevant file.

Secure sharing is also critical. You should be able to send files to clients or partners through a secure client portal instead of relying on risky email attachments. This gives you control over who can view or download your documents and provides a more professional experience for your clients.

Mobile Access for Remote Work

Work doesn’t always happen at a desk. Your team needs access to important files from anywhere, whether they’re at a client site, in court, or working from home. A great DMS offers full functionality on mobile devices and tablets.

This means your team can find documents, collaborate with colleagues, and get work done without being tied to a computer. Mobile access ensures that productivity doesn’t stop when your team is on the move, allowing for true flexibility in how and where work gets done.

Robust Security and Access Management

When you’re handling sensitive client information, security is non-negotiable. A top-tier DMS protects your data with features like data encryption, which scrambles your information to keep it safe, and two-factor authentication for an extra layer of login security.

You also need granular control over who can access what. Access management lets you set specific permissions for different users or teams. You can decide who is allowed to view, edit, share, or delete certain files and folders. This ensures that confidential documents are only seen by the people who are supposed to see them.

Key Integration Capabilities

A DMS should fit seamlessly into your existing tech stack. It needs to connect with the tools your team already uses every day. Key integrations with software like Microsoft 365, Outlook, Xero, or QuickBooks Online are essential for a smooth workflow.

When your DMS works with your other business applications, you eliminate the need to constantly switch between programs. For example, an integration with your email client can automatically file important messages and attachments into the correct client folder, saving time and ensuring nothing gets lost in someone’s inbox.

Workflow Automation

Repetitive, manual tasks can drain your team’s time and energy. Workflow automation handles these tasks for you. A great DMS allows you to set up automatic steps for common processes, like getting a document approved or sending a contract out for a signature.

You can also use document templates to standardize your documents and speed up creation. Instead of starting from scratch every time, your team can use pre-built templates for letters, contracts, or reports. This not only saves time but also ensures consistency and professionalism across all your client communications.

Built-in Compliance and Audit Tools

For businesses in regulated industries like accounting, law, or finance, maintaining compliance is a top priority. A DMS can help by providing the tools you need to meet industry standards and legal requirements.

Look for features like a complete audit trail, which records every single action taken on a document. This creates a detailed log showing who accessed, edited, or shared a file and when. This level of tracking is invaluable for accountability and provides the documentation you need during an audit.

The Top Document Management Systems

Choosing a document management system is a big decision, and the right one really depends on your team’s specific needs. To help you find the perfect fit, I’ve put together a list of the top contenders in the market. Each one has its own strengths, from enterprise-level security to simple, user-friendly collaboration. Let’s look at what makes each of these platforms stand out.

SuiteFiles

SuiteFiles is an all-in-one platform designed to bring your entire document workflow into one place. It excels at both document and email management, helping you organize everything without jumping between apps. You can create and manage documents using pre-built templates and set up auto-filing to keep your folders tidy with zero effort.

One of its best features is the secure client portal, which lets you share and collaborate on files with people outside your organization safely. Plus, it includes unlimited document signing, so you don’t need a separate subscription for e-signatures. Because it integrates directly with Microsoft 365, your team can work in a familiar environment while getting all the benefits of a dedicated DMS.

DocuWare

DocuWare is a great option for teams looking to automate their document-heavy processes. It centralizes all your files and makes them accessible to your team securely, whether they’re in the office or working remotely. The platform is built to simplify workflows by digitizing manual tasks.

Key features include electronic signatures and an advanced search function that helps you find exactly what you need in seconds. DocuWare also connects with many other business applications, making it a flexible tool that can fit into your existing tech stack. It’s a solid choice for businesses that want to reduce paper and streamline their operations.

M-Files

M-Files takes a unique approach to document organization. Instead of relying on traditional folders, it uses metadata to manage files. This means you can find documents based on what they are, not where they’re saved. You can search by client, project, or date, and M-Files will pull up the right document instantly.

This system is also strong on collaboration, with features like version control and automated workflows that keep everyone on the same page. By focusing on context over location, M-Files helps teams work more efficiently and reduces the time spent searching for information.

Box

Box is a cloud-based platform known for its strong focus on secure collaboration and file sharing. It’s designed to work for businesses of all sizes, from small teams to large enterprises. You can create a central workspace where your team can access, edit, and comment on files in real time.

Security is a major selling point for Box, with features like granular permissions, watermarking, and threat detection. It also integrates with thousands of popular applications, including Microsoft 365 and Google Workspace, allowing you to build a connected and productive work environment.

Dropbox Business

Many people are familiar with Dropbox for personal use, and Dropbox Business builds on that user-friendly foundation with features designed for teams. It offers advanced tools for file sharing, storage, and collaboration, all within a clean and intuitive interface that most people can pick up quickly.

Beyond simple file storage, Dropbox Business provides enhanced security controls, admin tools to manage team activity, and seamless integrations with other software. It’s a straightforward and reliable solution for teams that need an easy way to keep their files in sync and accessible from anywhere.

SharePoint

As part of the Microsoft ecosystem, SharePoint is a powerful platform for document management and internal collaboration. It integrates deeply with Microsoft 365, making it a natural choice for organizations that already rely on tools like Teams, Word, and Excel.

SharePoint allows you to create team sites and intranets where you can share and manage content securely. It offers robust features like version control, co-authoring, and customizable workflows to match your business processes. For companies invested in Microsoft products, SharePoint provides a comprehensive and highly integrated solution.

Google Workspace

Google Workspace offers a suite of cloud-based tools that work together seamlessly, with Google Drive at the core of its document management capabilities. It’s built for real-time collaboration, allowing multiple team members to edit documents, spreadsheets, and presentations simultaneously.

The platform’s strength lies in its simplicity and accessibility. Because it’s entirely cloud-based, your team can access their files from any device with an internet connection. The tight integration between Gmail, Calendar, and Drive helps streamline workflows and keep projects moving forward.

Zoho Docs

Zoho Docs is part of the larger Zoho suite of business applications, offering a complete document management solution for teams. It provides a central repository for all your files, with tools for online editing, file sharing, and collaboration.

The platform includes an online word processor, spreadsheet editor, and presentation software, making it a good alternative to other office suites. With features like version control, user access management, and a clean interface, Zoho Docs is a practical choice for businesses looking for an affordable and integrated document management system.

eFileCabinet

eFileCabinet is a document management system that emphasizes security and compliance. It’s designed to help businesses go paperless by providing a structured and secure way to store, manage, and access their files. The platform is particularly popular in regulated industries like finance and HR.

It offers features like automated workflows, role-based permissions, and electronic signatures to help teams work more efficiently while maintaining strict security standards. The user-friendly interface makes it easy to organize documents and find what you need quickly.

OpenText

OpenText provides enterprise-level information management solutions, and its document management capabilities are incredibly comprehensive. It’s designed for large organizations with complex needs, offering tools to manage the entire lifecycle of business content, from creation to archiving.

The platform supports a vast range of file types and integrates with major business systems like SAP and Oracle. OpenText helps large companies streamline their processes, ensure compliance, and manage massive volumes of information effectively. It’s a robust solution for enterprises that require a powerful and scalable system.

How to Choose the Right DMS for Your Team

With so many options on the market, picking the right document management system can feel like a huge task. But it doesn’t have to be. The key is to break the decision down into manageable steps. This isn’t just about buying a new piece of software; it’s about choosing a central hub that will store your company’s most critical information and shape how your team works together every day.

A great DMS should feel like a natural extension of your team, making work simpler, not more complicated. To find that perfect fit, you need to look beyond the flashy features and focus on what your business truly needs to thrive. Think about your daily workflows, your security requirements, the tools you already use, and the kind of support you’ll need as you grow. By systematically evaluating each potential system against these core areas, you can move forward with confidence, knowing you’ve chosen a platform that will support your team for years to come.

Define Your Organization’s Needs

Before you even look at a demo, take some time to map out your team’s specific needs. What are your biggest document-related headaches right now? Are you struggling with version control, finding files quickly, or managing client emails? Make a list of your must-have features versus your nice-to-haves.

A Document Management System is a digital tool that helps businesses store, organize, and track electronic documents in one central place. Consider how many people will use the system and what your budget looks like. Understanding your core requirements for things like document and email management will help you filter out the noise and focus only on the solutions that can actually solve your problems.

Review Security and Compliance Standards

When you’re dealing with sensitive client or company data, security is non-negotiable. A simple mistake can have serious consequences, so it’s critical to choose a DMS with robust protective measures. Look for platforms that take security seriously.

Strong security features like two-factor authentication, data encryption, and secure data centers are essential for protecting sensitive information. If you work in a regulated industry like finance or law, you’ll also need to ensure the system meets specific compliance standards. Don’t be afraid to ask potential providers detailed questions about their security protocols and how they help you stay compliant. Your clients trust you with their data, and your DMS should honor that trust.

Assess Integration and Scalability

Your DMS shouldn’t operate in a silo. For it to be truly effective, it needs to connect seamlessly with the other tools your team relies on every day. Make sure the DMS connects well with the software your company already uses, like your email client or accounting platform. This ensures a smooth workflow and prevents your team from wasting time switching between different applications.

Think about the future, too. Your business will hopefully grow, and your DMS should be able to grow with it. Ask about the ability to add more users, increase storage, and adopt new features over time. Choosing a scalable platform with the right integrations from the start will save you from a painful migration process down the road.

Consider the User Experience and Training

The most powerful DMS in the world is useless if your team finds it too complicated to use. A clunky interface or a steep learning curve can lead to low adoption rates, defeating the purpose of your investment. Prioritize a system that is intuitive and straightforward.

A user-friendly interface can significantly reduce the learning curve and encourage your team to embrace the new system. When evaluating options, book a demo and get your team members to try it out. Also, check what kind of training and onboarding resources the provider offers. A smooth implementation process supported by good training will ensure your team gets the most out of the platform from day one.

Check Support Options and Service Agreements

When you run into a technical issue or have a question, you need to know that reliable help is available. Before committing to a DMS, look closely at the provider’s support offerings. Good DMS providers offer help when you have questions or run into problems.

Find out what their support channels are—do they offer phone, email, or live chat support? What are their hours of operation? A clear service agreement will outline their commitment to uptime and response times, giving you peace of mind that you’ll have a true partner in your corner. This long-term support is just as important as the software itself.

How to Implement Your New DMS

Choosing a new document management system is a big step. Making it a core part of your team’s daily routine is the next one. A smooth rollout ensures everyone uses the new software to its full potential, which is how you get the time savings and efficiency you were promised.

A thoughtful implementation plan helps you avoid common pitfalls like low user adoption or simply transferring old, messy file structures into a new system. By focusing on a clear strategy for migration, training, and workflow setup, you can make the transition a success from day one. Let’s walk through the key steps to get your team on board and your new DMS working for you.

Plan Your Migration

Moving your documents into a new system is more than just a digital moving day. It’s a chance to clean house. Before you transfer a single file, take time to review your existing data. This is your opportunity to address old data integrity issues and decide what’s essential to bring over.

Think about how your new DMS will connect with the other apps you use daily. A successful deployment strategy should anticipate any application integration challenges. Consider where your data will live, especially if you’re moving to the cloud, and what security and privacy protocols you need in place. A clear plan here prevents you from carrying old problems into your shiny new system.

Train Your Team Effectively

Your new DMS is only as good as how well your team uses it. Effective training is the key to making sure everyone feels confident with the new tools. Start by defining what success looks like. What specific skills do your employees need to learn? This could be anything from understanding the new folder structure to using advanced search features or sharing documents securely.

Training shouldn’t be a one-and-done event. Schedule regular refreshers to keep everyone up-to-date on new features and best practices. When your team understands the why behind the new system—like meeting regulatory requirements or improving collaboration—they’re more likely to embrace it. You can even book a demo with your DMS provider to help guide your team through the platform.

Set Up Efficient Workflows

This is where your new DMS starts to pay for itself. Begin by mapping out your current document processes. How do documents move through your organization for approvals, edits, or client delivery? Once you have a clear picture, you can build these processes into your DMS using its workflow automation tools.

For example, you can create templates for frequently used documents or set up auto-filing rules to keep everything organized without manual effort. By training your team on these new, streamlined workflows, you empower them to work more efficiently. This isn’t just about storing files; it’s about improving the way you work with them.

Prepare for Common Implementation Hurdles

Even with the best plan, you might run into a few bumps. The most common challenge is resistance from the team. Change can be difficult, and some people may be comfortable with the old way of doing things, even if it’s inefficient.

To get ahead of this, communicate the benefits of the new system early and often. Show your team how it will make their specific jobs easier. Another hurdle is underestimating the migration process. Without a solid plan, you risk poor user adoption and bringing existing data issues into the new environment. Acknowledge these potential challenges upfront and create a strategy to address them.

Measure Your Success

How do you know if the implementation was successful? You need to define and track key metrics. The goal is to see a clear return on your investment, whether that’s in time saved, money saved, or improved security.

Start by benchmarking your current processes. How long does it take to find a specific document or get a contract signed? After implementing the new DMS, track these same metrics again. You can also look at user adoption rates and gather feedback from your team. When employees can maintain or improve their productivity during the transition, you know the training and implementation have been effective.

Breaking Down the Cost and ROI

Investing in a document management system is about more than just the monthly fee. It’s a strategic decision that impacts your team’s productivity, security, and even your client relationships. To make the right choice, you need to look beyond the price tag and understand the full financial picture, from initial costs to the long-term value you’ll gain.

Let’s break down what you can expect to pay and how to measure the return on your investment.

Know the Different Pricing Models

DMS pricing can feel all over the map, but most platforms follow a tiered, per-user-per-month model. Understanding these tiers helps you compare your options fairly.

Most providers offer a few different levels. Basic plans are usually the most affordable and cover core needs like cloud storage and file sharing. As you move up to standard or premium plans, you’ll find more advanced features like version control, workflow automation, deeper integrations, and enhanced security. For large organizations with complex needs, enterprise plans offer custom solutions and dedicated support.

When comparing options, look for a provider with clear, transparent pricing. You want to know exactly what you’re getting at each level so you can choose a plan that fits your needs today and can grow with you tomorrow.

Watch Out for Hidden Costs

The initial subscription fee is rarely the only expense. Some platforms come with extra costs that can catch you by surprise if you’re not prepared.

Be wary of free or open-source software. While the upfront cost is zero, they often lack the dedicated support and user-friendly design needed for team-wide adoption. If the system is clunky or difficult to use, your team simply won’t use it, and you’ll be back where you started.

Also, ask about potential add-on fees for implementation, data migration, training, and customer support. Some providers charge extra for critical integrations or essential features like e-signatures. A truly comprehensive platform will bundle these core functionalities into one predictable price, saving you headaches and budget surprises down the line.

How to Calculate Your Return on Investment

A true DMS is much more than a simple cloud storage folder. While services like Dropbox or Google Drive are great for basic file sharing, a DMS is built to streamline how your team actually works. The return on investment comes from efficiency gains, reduced risk, and improved client service.

Think about how much time your team currently spends searching for files, manually filing emails, or recreating documents that were saved in the wrong place. A DMS with powerful search, automated filing, and version control gives that time back. For example, SuiteFiles users save an average of over 235 hours per year.

To calculate your potential ROI, estimate the value of that saved time. Factor in the reduced risk of compliance errors and the improved client experience when your team can access information instantly. The investment stops looking like a cost and starts looking like a catalyst for a more efficient, secure, and profitable business.

Tips for Planning Your Budget

To create a realistic budget, you need to be clear on what you need a DMS to do for you. Before you start comparing prices, sit down with your team and answer a few key questions.

First, define the core problem you’re trying to solve. Are you struggling with version control, disorganized client files, or inefficient collaboration? Next, list your must-have features, such as Microsoft 365 integration, a secure client portal, or unlimited document signing.

Count how many people will need access, as this will directly impact your monthly cost. Finally, consider the user experience. Is it more important for the system to be incredibly simple for everyone to use, or do you need highly advanced tools for a few power users? Answering these questions will help you focus your search and find a system that fits your budget and your workflow. The best way to confirm a fit is to request a demo and see the software in action.

Keeping Your Documents Secure

When you’re handling sensitive client information and internal company data, security isn’t just a feature—it’s the foundation of your entire operation. A data breach can damage your reputation and erode client trust, which is why a great document management system (DMS) acts as a digital vault, protecting your most important files from unauthorized access, cyber threats, and accidental loss. It’s about more than just locking things down; it’s about creating a secure environment where your team can work confidently and efficiently without security getting in the way.

As you evaluate different systems, look for a platform that takes a multi-layered approach to security. This means combining strong access controls with data encryption, detailed activity logs, and a solid plan for disaster recovery. These elements work together to ensure your documents are protected from every angle, giving you and your clients peace of mind. A secure system doesn’t just prevent bad things from happening; it enables your team to collaborate and share information safely, knowing that the right protections are always in place. This allows you to focus on your work, not on worrying about your data.

Access Control and Authentication

Not everyone on your team needs access to every file. Proper access control is how you manage who can view, edit, share, or delete specific documents and folders. For example, you can restrict sensitive financial reports to the accounting department while giving the marketing team access to their campaign materials.

This is your first and most important line of defense. By ensuring that employees can only access the information they need to do their jobs, you significantly reduce the risk of both accidental data leaks and intentional misuse. Look for systems that offer role-based permissions to make managing access simple and scalable as your team grows.

Data Encryption Standards

Encryption is the process of converting your data into a secure code to prevent unauthorized access. Think of it as a digital lock on your files that only the right people have the key to. A top-tier DMS will encrypt your documents both “at rest” (when they’re stored on a server) and “in transit” (when they’re being sent over the internet).

This ensures that even if someone were to intercept a file or gain access to a lost laptop, the information would be unreadable without the proper decryption key. When reviewing potential systems, confirm they use modern, strong encryption standards. This is a non-negotiable feature for any business that handles confidential information.

Audit Trails and Monitoring

Have you ever needed to know who last edited a critical contract or when a client folder was accessed? An audit trail provides a complete history of every action taken on a file. It logs who accessed it, what changes they made, and when they made them. This digital footprint is essential for accountability and transparency within your team.

These audit trails are also invaluable for compliance purposes. If you ever need to demonstrate that you’re following industry regulations, a detailed activity log provides clear, indisputable evidence. It helps you track your team’s workflow and quickly identify any unusual activity, adding another powerful layer of security.

Plan for Disaster Recovery

What would happen if your office experienced a fire, flood, or major server failure? With a cloud-based DMS, your documents are protected from physical disasters. Storing your files in the cloud provides a built-in disaster recovery plan, ensuring your business can continue operating with minimal disruption, unlike with vulnerable on-premise servers.

Because your data is stored securely off-site, your team can access everything they need from any location with an internet connection. This not only protects you from permanent data loss but also provides the flexibility your team needs to work remotely without compromising security. It’s a key part of modern business continuity.

Meet Industry Compliance Requirements

Many industries, including finance, legal, and healthcare, are subject to strict data protection regulations. A DMS designed with these needs in mind can help you meet your compliance obligations for standards like HIPAA or GDPR. These systems often include features specifically for managing sensitive data, enforcing document retention policies, and generating reports for audits.

Choosing a DMS that understands your industry’s requirements saves you time and reduces legal risk. It shows your clients that you take their data privacy seriously, which is crucial for building and maintaining trust. Always verify that a potential DMS can support the specific compliance needs of your business.

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Frequently Asked Questions

What’s the real difference between a DMS and basic cloud storage like Dropbox or Google Drive? Think of cloud storage as a simple digital filing cabinet. It’s great for storing and sharing individual files. A document management system is the entire office, complete with intelligent processes. It adds a layer of structure and control with features like version history, automated workflows, advanced security permissions, and audit trails that are built for business, not just personal storage.

My team is small. Do we really need a full document management system? Even small teams can benefit from the structure a DMS provides. If you find yourselves wasting time searching for the latest version of a file, struggling to manage client emails, or worrying about the security of sensitive information, a DMS can solve those problems. It establishes good habits early on and creates a scalable foundation that will support your business as it grows.

How can I make sure my team will actually use the new system? The key to adoption is choosing a system with a clean, intuitive interface. If the software is difficult to use, your team will find workarounds. Involve them in the selection process by having them sit in on demos. Once you’ve chosen a system, a clear training plan that shows them how the new tools will make their specific tasks easier is essential for getting everyone on board.

What kind of security features should I consider non-negotiable? At a minimum, your DMS should offer data encryption both for files in storage and when they are being transferred. You also need granular access controls, which let you decide exactly who can view or edit specific folders. A complete audit trail, which logs every action taken on a document, is also critical for accountability and compliance.

How do I start figuring out which DMS is the right one for my specific industry? Begin by listing the biggest document challenges your team faces daily. Then, look for a DMS that offers solutions tailored to those problems. For example, an accounting firm might prioritize integrations with Xero and a secure client portal, while a construction company might need robust mobile access for on-site work. Reading case studies or reviews from businesses in your field can also provide valuable insight.