Best Document Management Systems of 2025: Pricing & Features Comparison
Compare the best document management software for engineering, construction & enterprise teams. Read reviews, explore features & pricing to find the right system for your business.
A Document Management System (DMS) is software that helps organizations store, organize, share, retrieve and secure digital documents across teams and workflows. In 2025, DMS adoption is mission-critical as organizations accelerate digital transformation, navigate stricter compliance requirements and support hybrid collaboration, without compromising security or efficiency.
The right DMS centralizes content, controls access, maintains version integrity and automates approvals, enabling teams to move faster with confidence.
The best document management software offers secure document storage, intuitive search, version control, seamless collaboration, and compliance-ready features to streamline workflows
Accruent ranks #1 based on advanced security, integration capabilities, and user-friendly design — making it the best choice for 2025.
Not sure which solution fits your needs? Our experts can help you choose the right solution.
Industry-standard CAD support, strong transmittal tools, ideal for design & construction
1. Vault Professional: $770–$2,820/year
2. BIM Collaborate: $705/year
3. BIM CollaboratePro: $945/year
How We Evaluate the Best Document Management Software
Choosing the right document management system requires more than comparing features—it’s about ensuring security, compliance, and usability. Here’s how we evaluate solutions to provide honest recommendations:
Core Functionality: We assess essential capabilities like secure storage, version control, advanced search, and collaboration tools.
Compliance & Security: Solutions must meet industry standards for data protection and regulatory compliance.
Ease of Use & Integration: We prioritize platforms that are intuitive and integrate seamlessly with existing workflows and enterprise systems.
Scalability & Performance: The best systems support growing document volumes without sacrificing speed or reliability.
Customer Feedback & ROI: Our reviews incorporate real-world user experiences and measure value beyond cost, focusing on productivity gains and risk reduction.
Best Document Management Systems
1. Accruent RedEye (Cloud EDMS)
Accruent RedEye is a cloud-based Engineering Document Management System (EDMS) built to simplify collaboration and control across engineering teams. Designed for industries such as utilities, mining and oil and gas, RedEye enables secure, real-time access to engineering drawings and documents from any device, supporting compliance, accuracy and digital transformation.
Key Features
Cloud-native platform: Unlimited users, real-time access and reduced TCO.
Unified database: Single source of truth for engineering content.
Compliance and control: Version tracking, audit trails and strong workflows.
Collaboration: Seamless handover between contractors and internal teams.
Mobility: Offline access and barcode/QR scanning for asset data.
Enterprise integration: Connects with EAM, CMMS, ERP, Microsoft Office and more.
Global support: Backed by 10+ years of engineering document expertise.
Plans & Pricing:
Accruent Redeye offers tiered pricing based on company size and feature needs:
Basic: $1,333/month
Advanced: $4,000/month
Enterprise: $6,666/month
Requirement: 12-month minimum contract
Why Choose Accruent RedEye?
Organizations trust RedEye in energy, utilities, mining and infrastructure where accurate, up-to-date documentation is mission-critical. While traditional systems focus on static storage, RedEye enables real-time collaboration, reducing errors and delays caused by outdated files.
Customers report improved compliance readiness, faster project delivery and reduced operational risk. RedEye’s cloud-first architecture allows teams to spend less time managing infrastructure and more time driving results. Deep integration with ERP and asset management systems ensures documentation supports decision-making across the organization.
Its scalability and enterprise-grade security make it an excellent choice for businesses embracing digital transformation while maintaining strict compliance.
Our rapid expansion meant we needed a system that could keep pace with our growing operations. With RedEye, we could streamline document management and ensure every site is on the same page”
— Matthew Ponomarenko, Principal Reliability Engineer, Stanmore Resources
"RedEye came along at just the right time. We had some old systems in place for the best part of 20 years. We had a huge drawing collection which is a critical cornerstone for pretty much all of our technical staff. What we’ve been able to do is have the people that are working with that asset quickly markup a drawing. The turnaround time for that drawing to be visible for the rest of our Snowy population is very important.”
— Nick Skobelkin, Asset Management and Engineering, Snow Hydro
"When we need to retrieve data I don’t need to look through 16 different systems. I know where to look and I find it there. That, in terms of compliance, is pretty important to us.”
— Kai Eberspaecher, Chief Operating Officer, Bengal Energy
See how RedEye can modernize your document management
Accruent Meridian is a hybrid Engineering Document Management System (EDMS) designed to manage complex technical documentation across the asset lifecycle. Built for industries like process manufacturing, Meridian offers both cloud and on-premise flexibility, ensuring secure, compliant and collaborative document control.
Key Features
Hybrid deployment:Fully SaaS-enabled with on-premise options for flexibility.
Unified database: Single source of truth for engineering content.
Global access:Immediate availability of business-critical documents.
Compliance and control:Ensures users work on the most current documentation.
Regulatory support:Real-time compliance for documents and asset data.
Auditability:Tracks changes with e-signature-enabled workflows.
Collaboration: Seamless handover between contractors and internal stakeholders.
Mobility:Offline access and barcode/QR scanning for asset data.
Plans & Pricing:
Enterprise licensing based on deployment type and scale
Custom pricing available
Why Choose Accruent Meridian?
Meridian is built for organizations where engineering and operations must stay aligned. Unlike siloed solutions, Meridian bridges project delivery with long-term asset management, ensuring technical documents remain accurate and accessible across the asset lifecycle.
Users report reduced downtime, faster handovers and improved compliance. With automated workflows and CAD integration, it reduces rework while enabling collaboration across teams.
Its hybrid deployment model allows organizations to align infrastructure choices with regulatory or IT policy needs.
"Support is excellent for this application. The consultants are extremely helpful.”
"Meridian Enterprise is (one of) the best EDM Systems on the market with efficient and effective search capabilities to edit and store the latest accurate documentation.”
"Being able to organize and make accessible engineering documents for all to see. I also like being able to view current and past document revisions and keep things up-to-date and accurate.”
— Ann M. , Senior civil engineering assistant, Capterra review
See Meridian in action
Learn how Meridian keeps your engineering documentation accurate and compliant.
ProjectWise is an engineering-first DMS designed for AEC (architecture, engineering, construction) and infrastructure programs. It excels in collaborative design, BIM workflows and project-level governance across complex, multi-stakeholder environments.
Key Features
Project management oriented
CAD/BIM compatibility and ISO 19650 compliance
3D design and digital twin workflows
Plan & Pricing
Bentley’s eStore for small & medium-sized business: Prices vary per region.
ProjectWise 365 (Cloud) subscription: $260.
ProjectWise ‘Explorer’ (Desktop) subscription: $860/Prices vary per region.
ProjectWise Enterprise level:Price is per request.
Why Choose Bentley ProjectWise?
ProjectWise is ideal for large infrastructure projects where BIM and engineering workflows are central. For construction firms managing complex data across multiple stakeholders, it provides structure, version control and compliance tools necessary for success.
"Overall ProjectWise works great for collaborating in CAD, but not ideal for moving all project documentation into one platform.”
Sharepoint is a flexible DMS integrated with Microsoft 365, suitable for organizations of any size seeking document collaboration, workflow automation and a familiar user experience across Word, Excel, PowerPoint and Teams.
Key Features
Configurable workflows
Integration with Microsoft Office and Teams
File sharing and document collaboration
Co-authoring, version control and metadata search
Plans & Pricing
Lower software prices, but with a much more expensive TCO
Plan 1:$5 user/month
Plan 2:$10 user/month
Office 365 E3:$23 user/month
Why Choose SharePoint?
SharePoint is a go-to option for organizations already in the Microsoft ecosystem. Its intuitive interface and seamless app integration make it a natural fit for teams that prioritize collaboration and governance, without steep learning curves.
"Very good and easy to use platform to develop many workflows, co-working spaces and to store documents”
— Petr S. , IT Director, Capterra review
5. Autodesk
Autodesk Docs powers design and construction documentation, tightly integrated with AutoCAD and Revit—ideal for AEC organizations standardizing on Autodesk Construction Cloud.
Key Features
Full ecosystem for design and construction
Built-in support for 3D and BIM workflows
Seamless integration with Autodesk design software
Support for digital signatures and transmittals
Plans & Pricing
Vault Professional:$770–$2,820/year
BIM Collaborate:$705/year
BIM Collaborate Pro: $945/year
Why Choose Autodesk Docs?
Autodesk Docs streamlines design collaboration and construction documentation, helping teams stay aligned on the latest versions. It’s best for firms already using Autodesk tools that need reliable, integrated workflows across projects.
"As a project engineer, I use this daily across various projects. It is one of the most important tools at my disposal.”
Key Features to Consider in a Document Management System
When selecting a document management system, prioritize capabilities that protect integrity and speed up work:
Essential Features
Centralized Storage and Search: Consolidate documents in a governed repository with rich metadata, OCR, and federated search to surface the right version instantly.
Version Control: Ensure accuracy with check-in/check-out, comparison and markup, as well as immutable revision histories, to avoid rework and compliance risk.
Access Permissions and Security: Enforce role-based access, least privilege, MFA/SSO, and encryption at rest/in transit. Look for data residency options and review the associated retention policies.
Collaboration and Workflow Automation: Support co-authoring, redlining, task routing and automated approvals to move deliverables from draft to released status faster.
Integrations: Connect to ERP/EAM, CAD/BIM, GIS, IoT and line-of-business systems via APIs and prebuilt connectors to keep data synchronized.
Compliance and Audit Trails: Maintain traceable activity logs, electronic signatures and change controls for ISO, FDA, SOX, NERC, OSHA, or industry regulations.
Deployment Flexibility: Choose cloud for scale and speed, on‑prem for data control, or hybrid to meet IT strategy, network constraints or regulatory mandates.
Advanced Features
AI-Powered Search & Classification: Automatically tag, categorize, and retrieve documents using machine learning.
Intelligent Workflow Automation: Use AI to route tasks, predict bottlenecks, and optimize approval processes.
Advanced Analytics & Insights: Gain visibility into document usage, compliance risks, and process efficiency.
5 Benefits of Using a Document Management System
1. Boost Productivity
A DMS eliminates time-consuming manual processes by centralizing documents in a searchable repository. Teams can retrieve the latest versions quickly, reducing delays and eliminating duplicate work. Automated workflows streamline approvals and notifications so employees can focus on high-value tasks.
2. Improve Compliance
Built-in audit trails, version histories and access controls make it easier to meet compliance standards. A DMS ensures every change is logged, approvals are recorded and retention policies are enforced for regulations like ISO, FDA or SOX.
3. Enhance Collaboration
With real-time co-authoring, markup tools and centralized access, teams work together efficiently—whether in the office or across continents. A DMS reduces email clutter and version confusion, ensuring teams stay aligned.
4. Secure Information
Enterprise-grade security features like encryption, role-based permissions and automated backups protect sensitive documents. Authentication tools like SSO and MFA add layers of protection against cyber threats.
5. Support Scalability
As your business grows, so does your content. A scalable DMS can handle millions of documents across multiple locations, ensuring consistent performance with cloud and hybrid deployments.
Ready to Choose the Best Document Management Solution?
The right document management system doesn’t just store files—it drives compliance, collaboration and business efficiency.
WithAccruent RedEyeforcloud-based document managementandAccruent Meridianforhybrid deployments, Accruent offers flexible, enterprise-grade DMS solutions trusted across industries. Whether your focus is compliance, engineering accuracy or global collaboration, Accruent has a solution designed to scale with you.
A DMS is software that centralizes storage, organization, retrieval and governance of digital documents. It includes features like version control, permissions and workflow automation.
How is a DMS different from generic cloud storage?
Cloud storage offers basic file storage and sharing. A DMS adds structure: versioning, metadata, audit trails, retention policies, approval workflows and compliance features.
Should we choose cloud, on-prem or hybrid?
It depends on your IT strategy, data sensitivity and regulatory needs. Cloud offers scalability and accessibility, on-prem gives more control, and hybrid offers a balance of both.
What criteria were used to compile this list of top document management systems?
We evaluated platforms commonly adopted by engineering, construction, energy, infrastructure and enterprise teams. Our criteria included user reviews, core and advanced features, security posture, scalability, integration depth, deployment flexibility and industry relevance.
Special attention was given to systems that support engineering documentation, BIM/CAD workflows and audit-ready compliance.
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July 31, 2025
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