11 Best Document Management Solutions for Small to Mid-Size Businesses

11 Best Document Management Solutions for Small to Mid-Size Businesses

Choosing the right document management tool is critical to an organization’s efficiency, productivity, and overall business success. Making the wrong decision could result in your company losing a lot of money and time on an insufficient system. It is additionally challenging going through the selection process when there is featural overlap amongst available options. However, you need to find the right one if you are to keep up with the competition.

What Makes a Good Document Management Tool?

Document Management solutions need to accomplish one or more of the following for you:

  • Capture and convert documents and files
  • Store Documents
  • Allow search and retrieval
  • Enable sharing
  • Permissioned access
  • Monitoring

 Choosing the Best Document Management Tool

Many small to midsize businesses (SMBs) cannot afford to have an in-house expert for their solution. A trend amongst companies is outsourcing those responsibilities to a solutions provider that understands their market, industry, and specific company needs. There is no one-size-fits-all solution and your business solution provider shouldn’t try fitting a square peg into a round hole.

At InStream, we are specialized in many industries and technologies. We have a combined experience of 100 plus years in document management and workflow. We know the tried-and-true partners and the best options for SMBs. That is why we created this list to help compare your best options.

Best Document Management Picks

Here are our 11 picks for the best document management solutions for SMBs in the U.S.

OpenText™ ApplicationXtender is an Enterprise Content Management solution used to lower the cost and risk of paper-based processes.  Businesses go through a lot of paper in a year, which costs a lot of money.  Documents on paper are at risk of getting lost or ruined.  With ApplicationXtender, paper documents are scanned which makes the information easily retrievable while also ensuring a safe storage method. It offers instant document imaging.

Digital Reel powered by BMI Imaging logo

BMI Imaging’s Digital ReeL converts microfilm and turns it into digital microfilm rolls.  The microfilm rolls can be restored by a PC computer, ensuring the permanent preservation of microfilm archives.  This software is 50% cheaper than other microfilm conversion systems, which makes it a highly affordable option.

ECM Toolbox software provides apps that add value to document management systems, like Application Xtender (AX) and ImageSilo. It consists of many services, including eSignature, electronic archiving and retrieval, and document scanning.

upland FileBound logo

FileBound transforms your workflow using automation. It helps you manage your documents and keeps sensitive files secure.  FileBound will allow for quick retrieval through search capabilities.  FileBound will reduce cycle times, helping your company get discounts.  This solution is proven to improve capital management. It delivers all the capabilities to implement automated workflows:  forms, analytics, integration, capture and more.

Formatta logo

Formatta is an eForms management software solution. The software converts paper forms to digital forms, or eForms, which reduces risk and enhances compliance.  Forms are set up to be filled out electronically and managed through the software. Data is accurately stored within the system. The forms can be signed virtually, reducing the need for paper.  Forms can be shared and relocated to where they need to go.

ImageSilo Digitech Systems logo

ImageSilo by Digitech Systems is a sophisticated cloud service that gives customers access to information 24/7.  It monitors data as well as backing it up while maintaining complex security requirements.  IT departments are empowered by readily available information.  Employees can work on documents at the same time, increasing productivity.


InStreamCOMPRESSION software reduces storage and transmission of files by 100x. By compressing company files: upload and download speeds significantly improve, files are easily searchable and shared, and no quality of the image is retained. InstreamCOMPRESSION integrates with existing workflows and can be done with any device. All existing files can be compressed.

Kofax logo

Kofax software transforms business processes, reduces manual work and errors, minimizes costs and improves customer engagement. Kofax cognitive document automation combines multi-channel document capture, including mobile, and intelligent optical character recognition (OCR). Speed and accuracy are improved for document processing. Comprehensive business workflows can be launched using this platform.


PSIGEN offers productivity boosting software for business automation:  PSIcapture and PSIsafe. PSIcapture is a document capture solution that is affordable, scalable, and versatile. It offers document scanning and import, forms processing, data capture, OCR, and storage.  Additionally, PSIsafe offers document management and workflow capabilities. It is a secure, sophisticated way to store and access company records.

Real Vision Software (RVI) is an Enterprise Content Management (ECM) solution that empowers you to digitize and organize documents easily and securely. Whether on the web or a mobile device. The software can be used with Windows, iOS, Androids, Macs, and Windows 8.  You can review and edit the files anywhere with permissioned access.

DataTrust Solutions logo

Secure Archive Manager (SAM) by DataTrust is a document management software application that is secure and compliant for IT organizations. SAM offers a secure, flexible, and efficient approach to long-term archiving needs using traditional, cloud, and object storage. Key benefits include legal hold and user audit logs, encryption, and intelligent archiving.

Need help figuring out the best document management solution for you?

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