7 Best File Management Tools in 2020: Ultimate Guide

In today’s world, businesses and bloggers manipulate a lot of data and transfer it from one device to another. And in many cases, team members need to collaborate on the same file.

That’s why you must get one of the best file management tools to help ensure a seamless end-to-end experience as you work on your files.

And this post will show you the best on the market so you don’t have to struggle to find the perfect one for you and your business.

What is a File Management Tool?

File management tools are a type of software that enables users to create, store, and access files on a device. They allow for the proper administration and use of digital data.

Examples of what you can use a file management tool for include:

  • Creating new files
  • Organizing and sort files according to set criteria or preferences
  • Easy access to files for collaboration
  • Moving files between locations

As you can see, file management tools are an indispensable tool in any work environment. Particularly in this age of remote work, you need the right tools to help get work done efficiently.

File Management Tools: Two Types You Need to Know

Before we dive into the best file management tools on the market, let’s quickly look at the two main types of file management systems there are.

On-Premise File Management Tools

These are file management tools that are installed directly onto your computers or local servers. Most businesses prefer on-premise solutions as they are not as susceptible as their cloud-based counterparts to security breaches.

Cloud-Based File Management Tools

As the name suggests, these are file management systems hosted on remote servers and are optimal for both on-site businesses, as well as for virtual teams.

Because they don’t rely on your local hardware resources, cloud-based file management systems come with a more robust feature set.

They also have the added advantage of giving you access to your files from anywhere as long as you have an internet connection.

4 Advantages of Using a File Management Tool

You can probably already see the advantages that file management tools can offer your business. But let’s take a closer look at those advantages, so you know why you really need one.

1) Streamlines Workflows

Whether you run a brick-and-mortar business or are looking to run an online business, you’ll need to invest in a good file management tool. This will help you streamline all your operations.

Apart from that, the versatility of file management tools allows for easy collaboration, making it super-easy for you and your team to get work done. And that fast.

2) Enhanced Security

Another advantage that you get from file management tools is the enhanced security features they come with. These, particularly file encryption, ensure that all your data is safe from unauthorized access and use.

3) Reliable and Cost-effective Archiving

Physical file storage facilities aren’t the most reliable as they can be affected by natural disasters such as floods, fire, tornadoes, or whatever Mother Nature prefers in your area.

Archiving

With file management tools, especially cloud-based ones, your data is always safe as it is housed in secure servers.

Besides offering reliable archiving, file management systems also help reduce the costs associated with file storage. This means a reduction in overall operational costs for your business.

4) Elimination of Data Loss

Data loss can cost businesses as much as $10,000 when a record is lost. And that’s not to mention the cost of downtime.

A good file management tool will help you eliminate data loss and save you a lot of money in the long run.

The Best File Management Tools - Our Top 7

Now that you know what a file management tool is and why you need one let’s quickly dive into the best ones on the market.

You will see that each tool differs in its offerings from document management features, file sharing and electronic signatures, analytics and reporting, and more.

Hopefully, you’ll find the best one for you.

1) Dropbox Business

With a whopping 14.3 million paying users, Dropbox is probably one of the most popular and widely used file management tools around. Much loved for its versatility and ease of use, Dropbox certainly deserves a top spot on any best file management tools list.

Dropbox

Dropbox Business is an innovative file management tool that affords you and your team, among other functions:

  • Easy collaboration
  • File syncing
  • Secure file sharing

Apart from these, Dropbox also offers personalized suggestions that make it easy for you to search through your files.

Dropbox Business Pricing and Features

Dropbox Business offers three pricing plans that range from $15/month to $25/month. Fortunately, you can sign up for a free trial to see if it’s the best option for your business before you invest in it.

Dropbox pricing

Dropbox offers more value for the money for such a feature-rich file management tool, no matter which plan you go for.

Speaking of features, here are a few you can expect from Dropbox:

  • An admin dashboard
  • Generous storage space
  • Link permissions
  • File and version recovery
  • Remote wipe (delete files remotely from lost or stolen devices)

With Dropbox, productivity is at the core of its DNA, making it one of the best file management tools for busy teams.

Dropbox Business Pros

  • Lots of third-party integrations
  • Robust security
  • Easy to use
  • Feature-rich

Dropbox Business Cons

For its ease of use and versatility, Dropbox is definitely one of the best file management tools out there. Definitely worth your consideration.

2) Pics.io

If you’re looking for a one-stop-shop for managing all your digital assets, Pics.io is it. Built on top of Google Drive and Amazon S3, you can only expect the best in terms of speed, reliability, and security.

Pics.io

One of Pics.io’s greatest strengths is its ease of use. Using it requires absolutely no tech skills.

Pics.io Pricing and Features

With over 40,000 happy users, Pics.io is definitely doing something right. And one thing they’ve done right is pricing it within reach of their target market.

Pics.io pricing

Pics.io is one of the (very) few file management tools that offer a free plan apart from their free 14-day trial period.

Paid plans starting from $18/month for individual users and go all the way to $840/month for medium-sized daughters. An enterprise plan is also available upon request.

On the features front, Pics.io also offers a strong feature set that includes among others:

Pics.io was built from the ground up with organization and speed in mind, making it one of the most efficient file management tools on the market.

Pros of Pics.io

  • Beautiful and intuitive user interface (UI)
  • Robust security
  • Fast and easy to use
  • Has a file comparison feature

Cons of Pics.io

  • Has a slight learning curve

With a modern-looking UI and some of the most advanced technologies under its hood, Pics.io marries form and functionality quite nicely. This definitely makes it one of the best file management tools on the market.

3) Rubex by eFileCabinet

If you’re looking for one of the best file management tools for small businesses, Rubex by eFileCabinet could be it.

Rubex

Rubex Pricing and Features

Starting from $55/month per user, it offers a lot of features that make file management a breeze.

Depending on the size of your business and the features you need, eFileCabinet offers three tiers of its enterprise filing solution:

Rubex pricing

Examples of the features you can expect from Rubex include:

  • Version control
  • Compliance features
  • Optical character recognition (OCR)
  • Document retention
  • Automated workflows
  • Encrypted file sharing
  • Instant file retrieval

These, and more, features make Rubex a versatile file management tool that you must consider.

Pros of Rubex

  • Excellent collaboration and administrative controls
  • Loads of third-party integrations
  • Compatible with Windows, macOS, iOS, and Android

Cons of Rubex

  • No free trial
  • More expensive than other competitors

Rubex is an excellent file management tool that has every feature you could ever need to get tasks done efficiently. No need to worry about data loss or breaches either as your files are stored on secure servers.

4) Dokmee

When shopping around for the best file management tools, you’ll undoubtedly come across Dokmee. That’s because it’s one of the most reliable file management solutions on the market.

Dokmee

Built for enterprise use, Dokmee integrates seamlessly with all the other tools you use. This allows for easy data capture, editing, storage, and sharing, among others.

Dokmee Pricing and Features

While Dokmee has a free trial, upgrading to a paid plan can be tricky as you have to contact the sales team for a tailored quote.

Some interesting features Dokmee offers include:

  • Customizable workflow with user permissions
  • E-signature
  • Create mirror folders of your Windows files and folders
  • File tracker
  • Excellent collaboration tools
  • Audit tools

Depending on your preferences, you can have Dokmee installed on-premise or have the cloud-based application.

Pros of Dokmee

  • Robust security
  • Ultra-fast search engine
  • Supports 19 languages
  • Clean and easy to use interface
  • Lots of third-party integrations

Cons of Dokmee

  • Pricing is not transparent
  • No compliance tracking

With its excellent features, Dokmee offers fast and secure file management solutions, helping improve your efficiency and productivity.

5) Digital Drawer

DigitalDrawer is an on-premise file management tool explicitly tailored for SMEs. It’s a great tool for those who want to go 100% paperless and has the advantage of being HIPAA compliant.

DigitalDrawer

DigitalDrawer Pricing and Features

DigitalDrawer is not the cheapest file management tool on this list, especially with the first tier plan starting at $500/year (or a once-off license for $1,200).

DigitalDrawer pricing

Because it was designed to be a central hub for all your work files, it comes packed with a host of features to make that possible. Examples include (among others):

  • Customizable filing cabinets
  • Multi-level administration
  • Permission-based security
  • Automatic text indexing (OCR)
  • Document markup (highlights, annotations, post-it notes, e.t.c.)
  • Version control
  • Audit tool

DigitalDrawer comes with an (almost) inexhaustive feature set, giving you total control of your workflow and each individual document. And yes, these features do justify the hefty price tag attached to the tool.

Pros of DigitalDrawer

  • Batch scan and import
  • Keyword and metadata search function
  • Multiple file cabinets
  • Familiar Windows-like interface

Cons of DigitalDrawer

  • Only supports Windows
  • Has a slight learning curve
  • Limited integrations

If you’re looking for the best file management tool tailored to small and medium-sized businesses, DigitalDrawer could be what you need.

6) M-Files

File management tools are meant to increase your productivity by helping you eliminate the headaches associated with file management. M-Files is one file management tool that helps with that.

M-Files

One of M-Files’ standout features is the checkout feature that helps you keep track of every document being worked on and any changes made on it.

M-Files Pricing and Features

Depending on your needs, M-Files offers on-premise, cloud-based, and hybrid deployments of their file management system. Fortunately, you can take all three on a 30-day free trial.

You’ll have to contact the sales team to get a custom quote once you decide M-Files is the best file management tool for you.

Features-wise, these are some of the highlights you can expect from M-Files:

  • Automated workflows
  • File organization using metadata
  • Automated compliance (by creating an audit trail)
  • E-signature capabilities
  • Version control

When it comes to features, M-Files doesn’t hold anything back. It gives you total control over your file management, allowing for flexible and secure collaboration.

Pros of M-Files

  • Highly customizable
  • Seamless integration with other tools
  • Easy-to-use graphical workflow editor

Cons of M-Files

  • The user interface could be better
  • The learning curve can be a bit steep
  • Some important features come as paid options

M-files definitely has its drawbacks. And the biggest is that it's not user-friendly for those who aren’t tech-savvy. However, M-Files is a reliable file management tool that’ll help you streamline your business operations by helping you save a lot of time and affording you exceptional security for your files.

7) PinPoint

PinPoint is another excellent file management tool you must consider as you look for one for your business. Whether you opt for the on-premise and cloud-based solution, PinPoint offers great versatility when it comes to the way you manage your files.

Pinpoint

Offering powerful automation and excellent organizational capabilities, PinPoint takes the headache out of your file management. And that’s especially as installing and deploying it is super easy.

PinPoint Pricing and Features

Unlike other file management solutions, PinPoint keeps their pricing simple - $14/month/user. You also get a discount when you pay for multiple users at once.

Despite being one of the most cost-effective file management tools on our list, PinPoint still offers potential users a free trial.

As for features, here are some highlights of what you can look forward to if you sign up for PinPoint:

  • Filing and workflow automation
  • Compliance with data security standards
  • Document retention
  • Versioning
  • Collaboration tools
  • Permission-based access and controls

Pros of PinPoint

  • Compatible with all devices
  • Easily scalable
  • Optical character recognition functionality
  • Easy to use

Cons of PinPoint

  • Limited integrations
  • No 24/7 customer support

Overall, PinPoint is a great file management tool that makes it easy for you to keep your office organized and running efficiently.

The Best File Management Tools – Take Your Pick

The world is fast hurtling into the fourth industrial revolution. And going paperless is one of the crucial elements you need to keep up with the fast pace in the business world.

That’s why you must get the best file management tool for your business.

Not only does it allow you to be more organized, but it enables you to offer a positive customer experience (CX) as you can serve your customers faster and more efficiently.

So, go ahead and take your pick from this list of the best file management tools.

And if you're looking for an excellent digital asset management solution – Pics.io is the right tool for you. Store, organize, & distribute your files the most productively.


Author

Hailey Lucas

Hailey Lucas

Hailey is a freelance content marketer and full-time digital nomad blogging about the digital nomad lifestyle and working remotely at haileylucas.com. You can connect with her on LinkedIn, Twitter, or Instagram.

Pics.io Team
Welcome to Pics.io blog, where you'll get useful tips, resources & best practices on how digital asset management can help your business to manage & distribute digital content on top of cloud storage.
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