15 of April, 2025

In the modern business environment, efficient management of documents is crucial for maintaining organization, ensuring information security, and improving productivity. The document management systems (DMS) allow companies to store, organize, and access digital documents efficiently.

With so many options available, it can be difficult to understand why you should opt for certain types of document management systems. The benefits of such a system are numerous, but making the right decision for your company can be tricky.

That’s where we come in. In this article, we will introduce you to the most common types of document managers on the market.

We will also give you some tips on how to choose the most suitable document manager for your company. Keep reading and learn everything you need to know.

Elements of a document management system

There are several types of document management systems. But there are some key elements that often make them up. Mostly, this system is composed of four main elements:

The document repository: is the place where all documents and files necessary for the company’s operation are stored.
The document catalog: allows users to easily search and find the documents they need.
The administration and security tools: help control who can access which documents. In addition to ensuring that documents are protected against unauthorized access.
The collaboration tools: allow users to work together on documents and share them easily.
Version control: tracking changes and versions of documents to keep a historical record of modifications.
Access and recovery: advanced search capabilities to retrieve documents quickly and efficiently.

These are just some of the things to consider when looking for a document management system for your company.

You will also have to think about the budget and what features are important to you. That way, you can choose which types of document management systems best suit your needs.

Types of document management systems

There are many types of document management systems. But the most common is to classify them according to the type of storage support. Leading to manual, electronic, and hybrid systems.

Below, we explain them in a little more detail:

The manual systems are those in which the documents are physically stored in file cabinets or folders. This system is often used in small businesses or organizations that have a limited number of documents.
The electronic systems store documents in digital format, and they can be accessed electronically. It is more efficient than the manual one since it allows access to documents quickly and easily. That’s why it is often used in medium and large companies that have a large number of documents.
The hybrid systems are a combination of the above. The documents are digitized and stored in a database, but they are also physically archived.
Cloud systems: they operate on remote servers, and they are accessed through the internet.

The latter system is ideal for those companies that need to access documents quickly and easily. But that also need to have a physical copy of them.

If you still have a manual system, you may wonder why you should digitize the document management of your company. Take your time and think about it.

Classification according to the type of documents

The types of document management systems can also be divided according to the type of documents that companies store. And these can be classified into systems of:

Enterprise document management: store the company’s HR documents. They can allow access to them to different departments and areas of the same. This includes contracts, medical certificates, payrolls, resumes…
Record storage: these are documents that must be kept for a certain time, such as invoices or workday registration.
Workflow management: they are systems that allow managing all documents related to a project or task, from its creation to its completion.
Content and image processing: they are used to store and manage texts and images related to the company’s activity.

Depending on the purpose of the system, one or several of these types of document management systems can be used.

Therefore, it is important to consider the needs of the company when choosing the most appropriate system.

Most used document management systems

In 2022, it is expected that 64% of companies will employ some type of cloud-based document management system.

This is largely due to the growing need for accessibility and flexibility in the workplace.

The number of companies adopting mobile document management solutions is also expected to increase.

As these employee document managers offer employees the flexibility to work from anywhere at any time.

When it comes to the various types of document management systems, there are some that are used more than others.

1. Sesame HR

One of these systems is Sesame HR. It’s a software designed to help companies manage their HR processes.

It allows HR employees to access documents and share them easily. It also facilitates keeping track of the rest of the staff’s files.

2. DocuWare

DocuWare is a cloud-based document management system that offers a complete solution for automating business processes and document management. It’s ideal for companies looking for a flexible and scalable solution.

3. M-Files

M-Files uses a metadata-based structure that facilitates the organization and search of documents. It’s a versatile solution that can be implemented locally, in the cloud, or in a hybrid environment.

4. Alfresco

Alfresco is an open-source document management platform that allows companies to customize the system according to their specific needs. It’s especially popular among organizations that require high flexibility.

5. SharePoint

SharePoint, developed by Microsoft, is a collaboration platform that also offers robust document management capabilities. It’s ideal for companies that already use other Microsoft solutions.

6. Evernote Business

Evernote Business is a lighter but effective solution for document and note management. It’s ideal for small and medium-sized businesses looking for a simple and accessible solution.

7. Google Workspace

Google Workspace offers a suite of productivity applications that includes document management capabilities through Google Drive and Google Docs. It’s an accessible and effective option for businesses of all sizes.

8. Zoho Docs

Zoho Docs is part of Zoho’s suite of business applications, offering a comprehensive solution for online document management. It’s a cost-effective and feature-rich option for small and medium-sized businesses.

Sesame HR’s document management system

If you are looking for something simple to keep track of labor documents, Sesame HR is perfect for your company.

It offers solutions that will help improve the work administration process. And it encompasses several types of document management systems.

With Sesame HR, you’ll be able to store work receipts, payroll, and tickets quickly and securely.

Also, document signatures will have legal validity from the outset. And thanks to encryption, you will carry out all your tasks through the secure system.

It’s an excellent way to reduce administrative costs in your company. While maximizing productivity through the quick digital signature of labor documents without leaving your office.

You will also be able to manage your human resources from any device and anywhere.

In summary, the types of document management systems chosen for your company will depend on several factors.

However, Sesame HR is a great option for companies of all sizes, as it is affordable and easy to use. Do you want to discover it for yourself? Register and get a free trial for 14 days. Optimize your company’s document management with just a few clicks.

Customer-oriented, both internally and externally, specializing in the definition and implementation of HR policies, as well as talent management, recruitment, and retention. Strong leadership, communication, negotiation, organization, and team coordination skills. Over 12 years of experience in Human Resources.

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iriserrador

HR Content Specialist

7 ideal document management systems for your company