10 Best Enterprise Content Management Systems

Learn all about the best enterprise content management systems and how they help organizations now!
microsoft365 ECM software example

Want to manage all your data in one place, save office space, reduce the cost of paper, and streamline your business processes? All you need is an enterprise content management system!

ECM systems help organizations and individuals manage all their data in a centralized location so they can access them whenever they want and wherever they want. That’s why we have reviewed the best enterprise content management systems that cater to everyone’s needs. So, let’s dive right in!

Why Use Enterprise Content Management Systems?

Enterprise content management systems help organizations compile all information in one place. Whether they want to store PDFs, images, docs, or any other information regarding the business, an ECM is a viable tool. Authorized users such as HR and other employees can access the files from a single place to streamline their work.

Instead of using traditional paper format, ECM stores data online in both structured and unstructured form. 

But why should an organization use an enterprise content management system? 

Here’s why:

Every organization has a large quantity of important information. Storing all of it in a secure place is crucial for the company’s betterment. An enterprise content management system keeps track of all the necessary information in one place. 

ECM makes it easy for everyone to access whatever they want in no time. It saves a lot of energy and the employees don’t have to go through thousands of files to find a single receipt. 

Less paper consumption saves you both money and office space. Going digital with an ECM means reallocating resources to more important tasks. 

ECM systems increase productivity by keeping all the information in one place and automating the process of accessing any files. You don’t have to manually look for anything so you can focus your attention on other more important tasks. 

Through online forms and requests, customers stay satisfied because of ECM. so, this means better customer service for your organization.

Losing files and receipts is one of the most annoying things when it comes to handling an organization. But with an ECM, you can stop worrying about it as everything is stored in one place. 

ECM is great for security as you are notified about any auditing of the files stored in the system. 

General Pricing of Enterprise Content Management Systems

The general pricing of an enterprise content management system varies due to different factors. Some users might pay as low as $2 monthly while others pay up to $70. This is not a hard and fast rule as the price can go above $500 per month for high-end ECM systems. The pricing also comes in a one-time licensing fee which can be as high as $25,000.

The pricing of ECM systems depends upon:

  • Number of Users
  • Content Volume
  • Facilities

For bigger organizations with a lot of users, the price plan would be higher. Moreover, it also depends on the amount of data you want to store in the ECM and the additional features you expect from it.

Choosing the Best Enterprise Content Management Systems

We have so many enterprise CMS in the market that it gets hard to choose the right one for your organization. But you should not break under pressure and start using a high-end ECM system only because it is hyped in the market. 

Not every good ECM system is suitable for everyone’s organization. Consider the following factors before making a choice:

Seamless Integration

Seamless integration is important for an efficient organization. Make sure that the ECM system you choose is compatible with your existing systems like ERPs, CMS, etc.

Essential Features

Do you need a simple ECM to store data only? Do you want complex features? What sort of content do you need the ECM to handle? Ask yourself such questions to come up with the best enterprise content management systems for all your needs.

Features like automation, cyber security, content management, and retrieval are common among most ECM systems. But it is the extraordinary features that make them different. However, if you don’t want anything extra, you can go for a simple, budget-friendly, and easy-to-use ECM system.

Scalability

Does the ECM system grow as per your organization’s needs? The content volume, number of users, and other aspects of an organization don’t always stay the same. So, the ECM should be able to handle more volume than what you initially use it for. 

The best practice is to consider the growth potential of your enterprise beforehand and then make a choice for the system. Changing ECM systems again and again isn’t easy. Data transfer is hectic and takes a lot of time. So, choose wisely at the start!

User Interface

An ECM system should be so easy to use that every person in your organization can take advantage of it without having to spend hours learning it. Everything should be upfront. The dashboard should have all the required features. This increases a company’s productivity and motivates the employees to take full advantage of such systems as well.

Vendor Reputation and Customer Support

If you come across a problem with your ECM system and need a quick fix, the vendor team should be there to help. Go through various reviews from real users about the software to decide how good it is. Good customer support can save your business from a lot of damage.

Best Enterprise Content Management Systems

Best Enterprise Content Management Systems (At a Glance – Top 4)

SoftwareCompatibilityDeployment OptionsIntegrationsPrice plan
OpenTextiOS, Mac, Windows, Solaris, and LinuxCloud-based and on-premiseSAP, Salesforce, Microsoft365, etcOn-demand price.
HylandWindowsCloud-basedSAP, Salesforce, Sharepoint, Workday, etcOn-demand price.
IBM Cloud PakWindows, Mac, LinuxCloud-basedSAP, Salesforce, etcOn-demand price.
AlfrescoWindows, Mac, Android, iOS, LinuxOn-premise or Cloud-basedSap, Salesforce, AutoCAD, Microsoft Office and Outlook, Google Docs, etc. On-demand price.

Best Enterprise Content Management Systems – Let’s Dive Deeper!

Let’s talk about the 10 best enterprise content management systems, discuss their key features, and help you make the right choice!

1. OpenText

A comprehensive suite of ECM solutions for effective enterprise content management.

OpenText ECM software
  • Key features: Intelligent Capture, Document Management Solutions, Integrates with Microsoft 365, Sap, Salesforce, etc., Compatible with iOS, MAC, Windows, Solaris, and Linux.
  • Pricing: On-demand pricing according to your organization on their website.
  • Pros: High-accuracy OCR, Automatic record management, Excellent collaboration tools and document management, Robust security.
  • Cons: Costly, Integrations aren’t the best. 
  • Ratings: 4/5 

Review

OpenText provides a centralized repository for managing documents and records. Its features like intelligence capture, compliance management, integrations with leading systems, and user-friendly interface make it the first choice of various medium-to-large-sized enterprises. 

OpenText has both cloud-based and on-premise ECM deployment options. So, you can choose the one that suits you both.

Their improved cyber security protects sensitive information from any security breach and keeps all your data saved in one place. Tools for encryption, audit trails, access control, etc make it perfect in terms of security.

Another notable feature is the collaboration tools OpenText has. You can review and collaborate on documents with various employees and track their progress on it as well.

Verdict: OpenText is suitable for medium and large businesses that want to keep their sensitive information saved in one place without any risks. 

Check out OpenText Extended ECM here!

2. Hyland

Top enterprise content management system – Hyland!

hyland ECM software screenshot
  • Key Features: Document Management, Automate Processes, Integrations with Sap, Salesforce, Workday, SharePoint, etc., Compatible with Windows, Interactive Dashboard
  • Pricing: Only on-demand price plans are available on their website.
  • Pros: Flexible and fast features, Retains the quality of content such as images, is Open-source, Excellent automated processes. 
  • Cons: Lag expected, Frequent upgrades can be annoying.
  • Ratings: 3.7/5

Review

Hyland has different products to help organizations manage their businesses and make everything more efficient. Hyland is an ECM system that has enabled medium and large businesses to organize their data in one place for a long time now.

Hyland delivers the stored information instantly to you and your employees whenever you need it. It improves accessibility of all the documents for your employees and consequently increases your company’s productivity.

You can track real-time progress and audits on all the files stored on Hyland through the tracking dashboard. All the activities are available upfront.

The customizable forums and automation of repeated tasks make your life easier than ever. So, you and your employees can focus on tasks that need more attention.

With enhanced security, you can keep sensitive data protected within Hyland and collaborate with other users in a secure setting.

See Hyland Demo in this video!

Verdict: Hyland is a perfect high-end ECM system for medium-sized businesses, accessible for non-tech geeks as well. 

Visit Hyland here!

3. IBM Cloud Pak for Business Automation

All-in-one software solution for enterprise content management for every organization’s needs.

IBM Cloud pak software desktop dashboard
  • Key Features: Different IBM Products like Enterprise Records, FileNet Content Manager, etc., AI and ML Tools, Meta-Data Based, Multiple Zone Partition, Compatible with Linux, Windows, and MacOS.
  • Pricing: Modular on-demand pricing system where you only pay for features you need.
  • Pros: Perfect for scalability, Versatile enough to handle multiple projects, End-to-end automation platform.
  • Cons: Expensive, Requires training to use properly. 
  • Ratings: 4.1/5 

Review

IBM Cloud Pak is an efficient suite of products consisting of a lot of enterprise content management tools. Whether you want a tool for streamlining your business processes or managing large quantities of content, IBM has a product for your organization!

IBM Cloud Pak has the following products available:

  • IBM Enterprise Records (for document and record management)
  • IBM FileNet Content Manager (content management)
  • IBM Document Processing (intelligence features for handling documents)
  • IBM Business Automation Insights (automated processes and reporting)
  • IBM Datacap (document capture)

IBM Cloud Pak is extremely scalable so if you see a lot of growth potential in your company, you must try it out. IBM is able to handle over 10k customers and provide them with a secured data management space. 

The ECM provides workflow automation tools like task automation, document approval routes, etc. This saves the entire organization a lot of time and energy.

You can work on multiple projects at once through IBM Cloud Pak and collaborate with other employees for efficient outcomes. It’s all due to the multiple zone partition feature of the ECM.

You can integrate your previous security systems with IBM Cloud Pak and take care of any corrupted data, threats, or security breaches.

Verdict: Best for medium-to-large-sized businesses looking for a lot of scalability in the ECM.

Visit IBM Cloud Pak here!

4. Alfresco

AI-enabled content management system for auto-pilot organization workflow. 

alfresco ECM software
  • Key Features: Smart Interface, Open-Source, AI and ML Tech, Multi-Cloud Deployment, Integrates with Sap, Salesforce, AutoCAD, Microsoft Office and Outlook, Google Docs, etc. 
  • Pricing: Comes with a free edition. For the paid edition, you have to contact the company for a quote.
  • Pros: Reasonable licensing fee, Smart AI technology, Amazing automated processes, Customizable features.
  • Cons: Only the docker deployment model, not the best user interface.
  • Ratings: 3.8/5

Review

Alfresco is one of the best enterprise content management systems with AI-powered tools and innovative features. It allows multiple parties to work on files with its collaborative tools and stores the audits and data in a secured electronic space. 

The strong automated features for record management and document approvals make everything easy for all the employees. 

The smart features of Alfresco combine all the files with the same nature in a single folder so you don’t have to go through various folders to find it. It automatically collocates all the data in an organized manner. 

Organizations from various industries trust Alfresco for content management such as banking, healthcare, government, publishers, etc. With successful collaboration with over 1300 clients, Alfresco is definitely a go-to for anyone looking for an easy-to-use yet smart ECM system.

Verdict: Alfresco distinguishes itself due to the smart AI tools that automate all the processes, store data efficiently, and organize everything perfectly for your organization. It suits both small and medium-sized businesses.

Visit Alfresco here!

5. Microsoft 365

A suite of products for all your enterprise content management needs.

Microsoft 365 best enterprise content management systems
  • Key Features: Cloud-Based System, AI-Based Protection, Check-In/Check-Out, Data Loss Protection, 1.5 TB Archive Limit
  • Pricing: $8-$57/month with annual commitment. (one-month free trial available)
  • Pros: Interactive collaboration tools, High cloud storage, Automatic updates, Highly secure.
  • Cons: Slow and laggy at times, web versions lack some features.
  • Ratings: 4.3/5

Review

Microsoft 365 provides various tools for complete content lifestyle management. It helps in the four stages of content management namely; create, coordinate, protect, and harvest. 

Microsoft 365 has various cloud-based storages for storing documents and managing them such as SharePoint and OneDrive. SharePoint is suitable for collaborations whereas OneDrive works better for managing private files in a centralized location.

You can check real-time audits on the files through the collaboration tools of Microsoft 365. It also has the check-in feature which allows the users to lock a document to prevent any accidental edits. 

Feedback, approvals, and signatures – all are automated through Microsoft 365’s workflow features. It streamlines your business processes to a great extent and saves you and your company a lot of time.

Microsoft 365 provides threat protection by AI, investigates security breaches, and allows access to only desired people. You can add the users you want within a group and only those can go through the provided files.

It protects your sensitive information from getting lost or leaked through the DLP (data loss protection) system. 

Verdict: Microsoft 365 is a suite of different products and tools that allow high-end businesses as well as individuals to manage their content within a secured and centralized place. All sizes of organizations can find suitable tools from Microsoft 365 to handle their data. The highly reliable security features and interactive collaboration products make it a top-notch ECM system.

Check out Microsoft 365 here!

6. Papersave

Easy retrieval, effective document management, and highly secured ECM by Papersave.

PaperSave ECM software
  • Key Features: Cloud-Based and On-Premise Deployment Options, Electronic Signature, Compatible with iOS, Android, Mac, and Windows, Integrations with Salesforce, Oracle, etc. 
  • Pricing: On-demand price plans are on their website but usually start at $995/year.  
  • Pros: Amazing security measures, Suitable for all industries, Seamless integrations, Excellent customer support. 
  • Cons: Complicated to use and requires training. 
  • Ratings: 3.9/5

Review

Papersave, a hybrid content management system for enterprises, is perfect for all industries. Its automated features for tracking and managing data streamline business processes. 

You get both on-premise and cloud-based storage options on Papersave. So, you can choose the one that feels the most secure to you and your organization. Not to forget, the advanced security measures Papersave takes to prevent any data loss, leaks, or security breaches.

You can search and filter through all the data you have stored. No more going through hundreds of files every day to find a single receipt!

Collaboration tools of Papersave allow the users to work on the same document and track real-time audits on files. This creates an enhanced work environment where the whole team can work simultaneously.

It also allows mobile access so you can use your documents on the go. Whether you are traveling or sitting at home, all your data is only a click away.

Verdict: Small-to-medium-sized organizations in the healthcare, manufacturing, finance, non-profit, and education industries can take advantage of Papersave’s amazing collaboration and data management tools. 

Check out PaperSave here!

7. Laserfiche

All-in-one repository for content management, modification, and retrieval for small to large organizations. 

Laserfiche ECM software
  • Key Features: Intelligent Content Capture, Seamless Integrations, E-Signature, AI and ML Technology, Compatible with Mac, Windows, iOS, and Android.
  • Pricing: $50-$79 per user/month
  • Pros: Amazing GUI, good integrations, emails about POs ready to review, simple organization.
  • Cons: Automation processes need improvement, slow search feature, expensive. 
  • Ratings: 4.6/5

Review

Laserfiche provides a digital repository for streamlined data storage, management, retrieval, and modification. It has a large range of features for streamlined workflow to make everything quick and easy for your organization.

Task approvals, follow-ups, and tracking can be done within seconds due to the lightning-fast tools of Laserfiche. 

Laserfiche integrates with all the essential systems like Salesforce, Microsoft 365, Docusign Adobe Acrobat Sign, MTP, GovPilot, etc. 

Laserfiche comes with content templates to store your files in an organized manner. The employees don’t have to spend hours creating organized folders as Laserfiche’s templates automate this process.

The best thing about Laserfiche:

AI and ML technologies for customized content experiences as per your client’s requirements!

The drag-and-drop interface provides a user-friendly environment where IT help and additional training is not required. 

Verdict: All sizes of organizations belonging to different industries like healthcare, education, accounting, real estate, manufacturing, and construction can find useful features in Laserfiche for content management. It caters to all minute details like invoice and expense management making it perfect for busy organizations so that they can focus better on important tasks. 

Visit Laserfiche here!

8. Box

Sophisticated ECM tool for streamlining business operations with 1500+ integrations.

Box ECM screenshot
  • Key Features: 1500+ Integrations, Cloud-Native Security, 24/7 Customer Support, Compatible with Mac, iOS, Android, and Windows.
  • Pricing:$15-$35 per user/month paid annually or a custom plan. 
  • Pros: Excellent customer service, Easy to use, Stores unlimited amount of data, Accessible from all devices.
  • Cons: Difficult to use search tools, A little expensive for some users.
  • Ratings: 4.3/5 

Review

The box comes in various editions to cater to different companies as per their demands. It has worked well for industries like retail, construction, education, and healthcare. 

You can choose from:

  • Box Express
  • Box Business
  • Box Enterprise

Box Express has basic solutions for content management. Box Business is perfect for collaboration. You can have group collaborations and work on the same document. It also allows real-time progress tracking and audits on the documents stored in the cloud. 

Box Enterprise is aimed at large organizations with high-end content management features. Its complex tools cater to all the needs of an enterprise such as modification, retrieval, storage, collaboration, security, tracking, etc. 

Box has amazing customer support with 24/7 help from the team. With the advanced search features of Box, you can find any files or documents within seconds. No more going through various files for you and your employees.

Box promotes the productivity of the overall company by providing workflow automation tools like approvals, management, and organization. No need to conduct manual tasks anymore.

Box enables safe file-sharing through its highly qualified security measures. You can provide access to certain users and track every edit made to the documents. It also prevents any data loss to keep your sensitive information protected from security breaches.

Verdict: Box is an all-in-one solution best for medium to large-sized organizations ranging from basic to most advanced features for security, management, and retrieval. 

Visit Box here!

9. Onbase

Effective ECM systems are accessible on multiple devices for medium and large organizations.

Onbase ECM software example
  • Key Features: 24/7 Customer Support, Available on iOS, Android, Mac, and Windows, Data Encryption, Seamless Integrations.
  • Pricing: On-demand price is available on their website.
  • Pros: Easy organization of documents in one place, good value for money, special permission feature for document access, full-text search tools.
  • Cons: A little expensive for some users.
  • Ratings: 3.7/5 

Review

Onbase has amazing workflow capabilities to streamline your processes and eradicate manual work. Onbase is from the reputable company Hyland which makes amazing software to cater to everyone’s needs.

The aim was to design organizational software for midsize companies as well as large organizations. Onbase has proved itself credible in various industries of different sizes. 

OnBase comes with both cloud-based and on-premise deployment options. Better than that, it has the option to get a hybrid package too. It stores all your content securely in the chosen storage.

The security measures taken by OnBase keep your private information safe from security breaches. Only people you give access to can use the files you add to OnBase.

You can track real-time edits or any progress through collaboration tools available on OnBase. Whatever happens within a file, you get notified of it!

Verdict: Medium and large-sized organizations belonging to healthcare, education, construction, manufacturing industries, etc can find benefits in OnBase by Hyland to store their data, streamline business processes, and handle minute details of their organization.

Visit OnBase here!

FAQs

What are the different types of ECM systems?

ECM systems come in different types for example you get various deployment options like cloud-based, on-premise, or hybrid. Cloud-based ECM systems use third-party whereas on-premise use external storage for storing and managing content. Some ECM systems come in a hybrid model too while others have options to choose between cloud-based or on-premise. 

How do you implement an ECM or document management system?

To implement an ECM, you go through the following steps:

  • Compile all types of content and document the business processes your organization handles.
  • Then, use an ECM system to manage your data. Categorize the data and add it to folders.
  • Next, the ECM system stores your data securely either on-premise or in the cloud depending on the solution you go for.
  • Next, you can search for certain files by using the search tools available on the solution.
  • Then you can collaborate on the documents with other users by giving access to them the required files.
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