What Companies look for in a DMS: The Best Choices

1. Security, Access Control and Compliance

An enterprise DMS must offer robust and secure mechanisms to protect documents from unauthorized access and data loss. This includes a granular role-based permission system, which defines exactly which users or groups can view, edit, approve, export, or delete specific documents. Every action on documents should be recorded in an audit trail to track authors and dates of changes. Sensitive data should be encrypted both at rest and in transit (HTTPS/TLS protocol) to prevent interception. In cloud solutions, additional measures, such as periodic penetration tests, ensure security levels that exceed industry standards. Both in the cloud and on-premise, the DMS should provide redundancy and data backup (e.g., mirroring across multiple data centers) to avoid losses even in the event of failures or disasters.
Strategic importance: For companies that manage confidential data (e.g., personal information, financial information, or contracts), security is non-negotiable. Accurate access control ensures that only authorized personnel access sensitive data, thereby protecting confidentiality and preventing violations that could result in fines and severe reputational damage. Likewise, tracking all changes and maintaining access to documents enables the demonstration of compliance during audits and inspections, as well as the satisfaction of regulatory and internal policy requirements. Encryption and regular backups protect document assets from cyber attacks, data theft, or accidental loss, ensuring business continuity. Ultimately, strong security integrated into the DMS builds trust, as employees collaborate knowing that company data is safe and the company can evolve its work while maintaining full control and compliance with regulations.

The best possible choices:
• DocuWare: Offers advanced security features, including data encryption, role-based access control, and complete audit trails
• LogicalDOC: Provides a document management system with detailed access control, 2F autentication, data encryption, Single sign-on, and compliance with data protection regulations. It is suitable for organizations that require secure and compliant document management.
• Factorial: Manages encrypted documents in the cloud, with the ability to set different authorization levels

2. Scalability and High Performance

Growing companies need a DMS with a scalable architecture capable of managing an ever-increasing number of documents (even several million) and users without degrading performance. This is achieved with a modular and distributed platform. A complete system allows you to start with a few users or departments and then gradually extend use to other divisions without requiring massive reconfigurations or additional staff training. In cloud solutions, scalability can be elastic, allowing for the quick expansion of storage space and computing power as needed, thereby ensuring support for teams of any size. In on-premise contexts, the software should support the addition of servers or nodes (horizontal scalability) and the optimization of hardware resources (vertical scalability). In addition, an enterprise DMS includes load balancing and high availability functions (redundant clusters, automatic failover) to ensure rapid response times and continuous access to documents even under high load.
Strategic importance: In a company with a high volume of documents, the platform must scale with the business. Fluid scalability means that the company can digitize more processes and archive more documents without needing to replace the system or incur slowdowns that hinder work. This protects and optimizes the technology investment in the long term. High performance is essential for employees to access documents in real-time: minimal waiting times during searches or uploads translate into greater productivity and less frustration. For example, if hundreds of users access the DMS simultaneously or if large sets of files are uploaded, a scalable system will still respond promptly. Otherwise, bottlenecks or system crashes could paralyze entire departments. Finally, a robust and redundant architecture ensures business continuity: even in the event of traffic spikes, hardware failures, or maintenance, documents remain accessible and safe, a critical element for business continuity in large organizations.

The best possible choices:
• SharePoint: Part of the Microsoft 365 suite, it offers a scalable platform for document management, with native integration with other Microsoft tools and the ability to handle large volumes of data.
• LogicalDOC: Designed to support large quantities of documents and concurrent users, ensuring high performance even in complex business environments. LogicalDOC supports cluster architecture, allowing implementation in a distributed environment. This type of configuration enhances the availability, scalability, and performance of the system, making LogicalDOC a suitable solution for large companies with substantial document management requirements.
• DocuWare: As a cloud-based solution, it enables elastic scalability, allowing for easy adaptation to the needs of growing companies.

3. Advanced Search and Document Indexing

One of the main functions of a DMS is the ability to index each document and make it immediately searchable. This is achieved by extracting metadata (e.g., author, date, document type) and performing full-text indexing of the content, allowing users to search for keywords within texts, PDFs, emails, and other files. Modern systems integrate OCR (optical character recognition) technologies to digitize scanned paper documents, converting their content into searchable text. A good DMS can acquire documents from scanners or incoming emails and apply recognition rules to automatically extract key information (names, invoice numbers, amounts, etc.). Some advanced solutions exploit Artificial Intelligence for so-called auto-tagging: the system "learns" to identify the important data of a document and suggests metadata or categories automatically. On the user side, the search interface offers advanced filters (by date, department, category, etc.), saved searches, and perhaps fuzzy search functionality to find results even with partial or similar terms.
Strategic importance: In companies where large amounts of documents are generated and archived, finding information quickly is vital. An effective search engine greatly increases productivity: just think that, according to studies, over 80% of employees have had problems finding a document on the company network, even having to recreate it from scratch in many cases. This represents a huge waste of time and resources. With well-indexed document management, on the other hand, staff can spend a few seconds (rather than hours) searching for contracts, emails, or reports, allowing them to respond more quickly to customers and make informed decisions. Furthermore, an efficient search reduces duplicates and errors, ensuring that everyone accesses the correct and updated version. From a security and compliance perspective, advanced search also allows you to quickly locate all documents related to a certain customer or topic – functional, for example, to satisfy a request for access to personal data (GDPR) or to prepare for a legal audit, sifting through the archive for sensitive keywords. In short, a DMS with powerful search capabilities transforms the document archive into a usable information asset rather than an inextricable digital repository.

The best possible choices:
• LogicalDOC: Includes a powerful search engine designed for rapid and accurate information retrieval, with full-text indexing and advanced search capabilities. It is possible to perform full-text or parametric searches on content, metadata, or tags, allowing users to quickly find the desired documents. Custom searches are saved so they can be reused later. LogicalDOC features OCR technology for document recognition and integrates artificial intelligence to assist users in their search.
• DocuPhase: Advanced search features to find the right information
• ONLYOFFICE DocSpace: Provides collaboration and document management tools with advanced search features, making it easy to quickly access files.

4. Document Workflow and Process Automation

 In addition to archiving, an enterprise DMS allows you to manage the entire document life flow through workflow features. This means being able to define automated steps for document review, approval, and distribution involving the various company figures according to predefined rules. A workflow management module typically offers a visual designer to model the processes: for example, you can establish that a new contract proposal goes first to the sales manager, then to the legal department for control, and finally to management for final approval, with automatic notifications at each step. Workflows can be simple or very complex, featuring conditional branches (e.g., requiring an additional step for amounts exceeding a certain threshold), parallel activities, and deadlines for each activity. The DMS redirects activities to the appropriate users or departments, allowing each to make decisions (approve, reject, or note) and advance the document to the next step based on the actions taken. Versioning is also important: during the workflow, the system tracks subsequent versions of the document. It prevents simultaneous changes that could cause conflicts (via check-in/check-out or controlled collaborative editing). Furthermore, many DMS offer integration with electronic signature services: documents can be digitally signed within the same workflow (even from mobile devices), thanks to integration with certified providers (e.g., DocuSign, Adobe Sign, ValidatedID). The result is that the entire life cycle, from document creation to revisions, up to final approval and archiving, is managed centrally and automatically by the software.
Strategic importance: Automating document flows is essential for companies with a high volume of practices, as it eliminates bottlenecks and repetitive manual tasks. A well-orchestrated process by the DMS ensures that nothing gets lost and each document follows its pre-established path, reducing the risk of human errors or oversights. The benefits are tangible: faster approval cycles mean, for example, paying suppliers and collecting more quickly, responding sooner to customer needs, or closing contracts without delays. Furthermore, it enhances accountability by clearly defining who is responsible for what and by what deadlines. In the event of audits or disputes, it is possible to trace the history of approvals and changes (audit trail), highlighting who authorized what. The integration of digital signatures reduces dependence on paper, speeds up signing procedures, and lends legal validity to approved documents, ensuring the process remains secure and certifiable. Strategically, this translates into greater operational efficiency and quality: teams can collaborate in real-time on documents and focus on the content. At the same time, the DMS handles the logistics of the process. Streamlining document flows with automation allows the company to be more agile, reduce administrative costs, and promptly adapt to new work volumes or regulatory changes without having to proportionally increase resources.

The best possible choices:
• LogicalDOC: uses Activiti Engine for workflow management, a highly flexible and robust workflow engine based on BPMN (Business Process Model and Notation). This engine supports a wide range of workflow scenarios, from straightforward document flows and approvals to more complex processes that involve multiple users and conditional logic. Additionally, the engine features a fully web-based designer that allows users to visually model business processes.
• M-Files: ideal for intelligent work automation.
• ClickUp: Offers tools for creating customized workflows.

5. Integration with Business Systems and Interoperability

A document management software intended for medium and large companies must integrate easily with the other components of the corporate IT ecosystem. No application operates in isolation, and the DMS must be able to exchange data with ERP, CRM, accounting software, HR management, email clients, and other platforms already in use. Technically, this can be achieved by providing open APIs and predefined connectors. For example, through integration with the CRM, users can access a customer's documents directly from the CRM tab or automatically archive offers sent to customers from the CRM in the DMS. A modern DMS also supports the automatic import of documents from email and PEC, cataloging them and making them securely shared with all authorized team members. Other forms of interoperability include integration with productivity tools (e.g., Microsoft Office, Google Workspace to edit and save files directly), with scanning devices (importing documents scanned from network copiers in real-time), and with centralized authentication systems (Single Sign-On with Active Directory/Azure AD, for a single login). The availability of plugins or web interfaces is also important. In cloud contexts, integrations are often facilitated by web services and REST standards, while on-premise, the DMS can offer local database or file system connectors – in both cases, the goal is to make the DMS a connected component, not an isolated silo.
Strategic importance: Interoperability is the key to seamlessly inserting the DMS into existing business processes. For a medium-large company, integrating document management into its management system, CRM, email systems, and other applications means avoiding double data entry and redundancies, with an immediate gain in efficiency and error reduction. Integration allows you to automate the flow of information: an invoice received can be acquired by the DMS and simultaneously recorded in the accounting system; a contract approved in the DMS can be automatically sent via PEC to the customer; employment documents signed by the employee can synchronize with the HR archive, and so on. A high degree of integration also enhances the internal adoption of the system: users will continue to work in the applications they are familiar with, but will also benefit from the capabilities of the DMS. From a strategic perspective, a well-integrated DMS becomes the hub of corporate information circulation, enhancing collaboration between departments and ensuring that everyone works on the same, up-to-date data. Furthermore, extending document management to tools such as intranets or portals enriches the latter with advanced document features (search, security, versioning). Ultimately, integration enables the DMS to amplify the value of existing IT investments, creating a unified digital ecosystem where documents flow freely and in a controlled manner throughout the entire organization.

The best possible choices:
• LogicalDOC: LogicalDOC's complete API is a key feature that distinguishes the software. Built on RESTful web services, the API boasts nearly 500 different request types, making it an incredibly versatile and powerful tool for integrating third-party applications. In addition to the RESTful API, LogicalDOC also supports a SOAP API, ensuring compatibility with a wider range of applications and systems. The API enables the development of custom integrations and automation scripts, ensuring that LogicalDOC can fit seamlessly into existing IT infrastructures and workflows.
• OpenKM: Supports integration with different systems through RESTful API, enabling seamless communication between business applications.
• Notion: Integration with cloud storage services for easy data transfer

Conclusion

Ultimately, LogicalDOC is the most complete solution for your document management. LogicalDOC is suitable for any type of company, thanks to its extreme versatility and the possibility of integrating perfectly with other software already in use.
Thanks to its cloud-based, on-premise, or hybrid solutions, and to an effective AI integration, LogicalDOC is the ideal choice to meet any type of need.