Top 5 Document Management Systems in India (2025)

When we talk about HR responsibilities, one thing stands out: their classic struggle with paperwork. HR professionals spend 25-30% of their day searching for files, from hard copies or digital versions. In fact, managing these documents eats up a major part of their time.

Just like HR, employees, team leaders, and board members all deal with documents daily. For CEOs, it could be the reviewing of reports, while for directors it could be signing of papers, and for the cleaning staff, it can be anything like filing benefit claims. Documents are everywhere. That’s why a document management system is said to be an essential tool for any organisation. In this blog, we will discuss:

What is a document management system software?
What are the benefits you can have from its use?
Top 5 HR document management software in India

What Is a Document Management System?

A document management system is a purpose-built software for digital document storage, document tracking and secure file sharing. They are powerful tools for workflow automation and can effectively override the need for physical storage space for the countless documents you manage at work daily.

Key Benefits of Using Document Management System Software

Using a cloud-based document software will make work easier for both you and your employees. Let's take a look at the key features that it will allow you to enjoy.

You will have easy access to files

The ease of document accessibility is the most notable feature that a SAP document management system is equipped with. Since these systems are designed to operate in a cloud environment, you will be able to make the file accessible to people anywhere and at any time.

When talking about easy file access, we can’t overlook the search functionality. By typing the name of the file in the search option of your file organisation tools, you can easily find where a certain file that you are looking for is.

Security risks won't affect you

Modern records management systems feature advanced encryption and access controls that protect your sensitive files from breaches and unauthorised access. It is also possible to enable multi-factor authentication and compliance features to add further layers of security to your files and thus enjoy more peace of mind, regardless of threats.

You can store any type of file

From complex spreadsheets to high-resolution images and lengthy videos, cloud-based HR document management software can accommodate all file formats. You are less likely to face any compatibility issues or storage limitations. And every file you need to access will remain organised in one centralised, searchable location.

Disaster recovery and backup save you

Automatic backups and disaster recovery options in document management software with workflow automation protect against data loss from hardware failure, natural disasters, or human error. Thanks to their cloud redundancy capability and quick restoration options, your documents will survive catastrophes that would destroy physical storage.

Better collaboration through safe sharing

Paperless office solutions like DMS make sharing of critical files safe and precise with granular permission controls. It keeps a solid track of all edits and version changes. Team members can work simultaneously on files from anywhere, which is a great relief from confusion arising from email attachments.

Top 5 Cloud-Based Document Management Software in India

1. Mewurk

Mewurk provides a complete document management solution integrated right into its powerful HR software platform. In contrast to standalone competitors, Mewurk delivers document management as a standard feature of its end-to-end human resources ecosystem, generating outstanding value for companies of every size.

The system features enterprise-level security together with functionality made easy to use, thereby proving to be best document management system software for small businesses. Mewurk features top-class encryption and controls on access so that your sensitive employee data will be guarded well while easily being accessible by approved staff.

Key Features:

Multifaceted file compatibility support for document files
User-friendly drag-and-drop upload process that saves time
Easy-to-download flexibility support for instant availability everywhere
Protected sharing of team and department-level files
Automated company policy distribution and notifications
Detailed audit trails for regulatory compliance

Best for:

Mewurk is ideal for companies looking for affordable document management tools for startups. By integrating the functionalities of separate HR systems (attendance, leave, shift, payroll, core HR, etc.), it can save companies significant time and costs. It's especially beneficial to expanding companies needing to centralise their HR function while keeping a tight document control and security profile.

Price:

Mewurk HR Solutions offers customised pricing plans tailored to each business’s size and needs. The document management system comes as a complimentary component within the HR platform with no extra charge, which is a better value than a stand-alone solution.

2. Zoho Docs

Zoho Docs is a cloud-based document management solution that can be seamlessly integrated with the much wider Zoho productivity suite. The solution offers full file organisation and collaboration features alongside robust security controls for organisations needing dependable document handling and enterprise content management.

Key Features:

Real-time document editing with version controls
Powerful search functionality on all stored documents
Team workspaces for project-based document management
Mobile apps for on-the-go document access
Offline access with automatic synchronisation features
Comprehensive integration with other Zoho applications

Best for:

Small to medium-sized companies already leveraging other Zoho offerings who desire to have a seamless ecosystem for their document management and productivity requirements.

Price:

It begins at ₹120/user/month for the Standard plan, with Professional and Premium plans available at ₹300/user/month and ₹750/user/month, respectively.

3. M-Files

M-Files incorporates a smart, metadata-driven way of organising files based on the content they carry and not their location. Eliminating the convention of folder hierarchy, users have the ability to locate files with their content and context.

Key Features:

AI-backed file classification and extraction of metadata
Automated approvals for document workflow processes
Enterprise-grade compliance control for regulated verticals
Options for hybrid deployment in cloud models for flexibility
Smart document version control with contextual relationships
Enhanced security with permission controls at multiple levels

Best for:

Mid-enterprise to enterprise companies in regulated sectors that need advanced document control, compliance management, and workflow automation features.

Price:

Custom pricing on deployment type, number of users, and feature requirements.

2. DocuWare

DocuWare offers a comprehensive document management and workflow automation solution with robust enterprise content management features. The solution is very good at capturing paper-based processes and incorporating them into existing business systems.

Key Features:

Automated document capture from various sources
Intelligent indexing for rapid document processing
Mobile-optimised design for anywhere document accessibility
Electronic signature support for paperless document workflows
Accurate document versioning with full history
Cloud or on-premises deployment flexibility

Best for:

Medium and large enterprises looking to automate document-heavy processes and integrate document management into their current enterprise systems.

Price:

Cloud subscriptions begin at approximately ₹3,000/user/month, with different packages offered depending on particular business needs.

2. FileCentre

FileCentre provides an easy and affordable document management solution based on simplicity and ease of use. The platform is designed to provide rapid implementation and low training needs while including necessary document control functionality.

Key Features:

Simple interface with little technical expertise required
Document scanning with OCR text recognition
Flexible folder structure for easy organisation
Rapid deployment with easy configuration options
Automatic backup systems for data security
Scalable storage options for expanding needs

Best for:

Small enterprises and professionals seeking a low-cost, simple-to-deploy document management solution with little advanced functionality.

Price:

Beginning at around ₹1,500/month for starter packages, with tiered costs depending on storage capacity and number of users.

Final Verdict

While each document management system offers valuable features to address specific business needs, Mewurk stands apart through its innovative integration with comprehensive HR functionality. Unlike standalone solutions that require additional investment and integration efforts, Mewurk provides enterprise-grade document management capabilities as a part of its HR ecosystem at no extra cost.

Hopefully, you now have a clear idea of how to choose a document management solution after evaluating your needs, budget, and challenges. Write your comments below to share your views with us.

Top 5 Document Management Systems in India (2025)

What Is a Document Management System?