Top 15 Best Cloud-Based Document Management Systems in 2025

If you’ve ever wasted hours and hours digging through email threads or file cabinets just to find one document, you already know why a cloud-based document management system is no longer optional — it’s essential. 

Over the years, I’ve seen teams lose valuable time (and patience) to poor organization, version chaos, and “final-final.docx” nightmares.

Having tested and implemented dozens of document management tools across teams and industries, I’ve learned that the best systems don’t just store files—they simplify collaboration, enforce consistency, and make knowledge instantly discoverable. 

In this blog, I’ll share my top 15 cloud-based document management systems of 2025 that truly deliver on speed, security, and more intelligent workflows.

What Is a Cloud-Based Document Management System?

A cloud-based document management system (DMS) is a digital platform that stores, organizes, and manages documents securely on remote servers, rather than on local drives. It allows teams to access, edit, and share files anytime, anywhere, through the internet.

For example, a company can utilize a cloud-based DMS to centralize employee records, training materials, project documents, and product guides in a single online workspace, ensuring that employees and customers can quickly access updated information without relying on email attachments or shared drives.

These systems are especially valuable for knowledge management and collaboration, as they streamline workflows, maintain version control, and ensure that all business documentation is consistent and accessible.

Let me show you a real-life case study example of how Frequence uses a cloud-based document management system or knowledge base software to streamline its knowledge management:

Cloud-Based Vs. On-Premise Document Management System

If you compare cloud-based vs. on-premise document management systems, you notice that a cloud-based system stores your data on remote servers managed by the service provider. 

You can access documents anytime, anywhere, using an internet connection. These systems are popular for their scalability, low upfront cost, automatic updates, and remote accessibility, making them ideal for modern, hybrid teams.

An on-premise document management system, on the other hand, is installed and maintained on your company’s own servers. 

While it offers greater control and tighter security for sensitive data, it demands higher upfront investment, regular maintenance, and a dedicated IT support team.

Top 15 Cloud-Based Document Management Systems

Selecting the right cloud-based document management system (DMS) is a foundational decision for any organization aiming to streamline operations, enhance security, and facilitate remote collaboration.

To guide you through the saturated market, I’ve put together a comprehensive list of the top 10 cloud-based document management systems. 

This ranking is informed by a combination of my practical experience, insights from industry experts, and a thorough analysis of user reviews and ratings across popular software comparison platforms, including Capterra, G2, and Software Advice.

Here’s a quick summary of my top 10:

Category #1 – All-in-One Document & Knowledge Management Tools

These tools combine document management, collaboration, and knowledge sharing into a single, centralized platform. 

They’re perfect for businesses that want to organize internal processes, SOPs, and team documentation while improving accessibility and collaboration.

1. ProProfs Knowledge Base

Best for easily creating help sites, manuals & private knowledge bases

We utilize ProProfs Knowledge Base to create fully customized standard operating procedures (SOPs) documentation. It enables our teams to collaborate throughout the SOP generation process, from writing and designing to the final publication.

My favorite feature is its ready-to-use and customizable SOP templates that help you prepare your SOP documents in minutes. The tool’s simple text editor lets you add flowcharts, diagrams, and how-to videos to illustrate processes and make learning easier for employees.

Additionally, its AI Writer assists you in creating SOP content quickly and easily, thanks to built-in prompts and quick action buttons. The intelligent search feature complements it with auto-suggest and advanced filters, helping users find the information they need instantly.

Pros:

• Internal comments that foster real-time collaboration between users
• Comprehensive reports to track knowledge base performance
• Multiple pre-designed SOP maker templates to customize as per your preferences
• Seamless integration with ProProfs Live Chat, Help Desk, and Survey for a 360-degree customer service experience
• Powerful knowledge base search with auto-suggest and advanced filtering capabilities.

Cons:

• No downloadable or on-premise version
• Dark user interface option is not available.

User Ratings:

G2: 4.6/5

Pricing:Free plan with all premium features for growing teams. Paid plan starts at $49/author/month

2. Atlassian Confluence

Best for team collaboration on documents

Confluence, developed by Atlassian, is a popular platform for creating, organizing, and collaborating on company knowledge. It’s widely used by product, engineering, and project management teams to document workflows, share updates, and maintain transparency.

The platform offers customizable templates for a wide range of purposes, including project plans and meeting notes. You can embed images, charts, and links to Jira issues, making Confluence ideal for agile teams. Its real-time co-editing and inline commenting keep everyone aligned.

Pros:

• Seamless integration with Jira, Trello, and other Atlassian products
• Page versioning and real-time editing for collaborative documentation
• Rich content editor with tables, mentions, and multimedia support
• Flexible permission controls for team or project-based access
• Extensive template library for quick documentation setup.

Cons:

• Navigation can get cluttered with large content libraries
• Limited offline functionality.

User Ratings:

G2: 4.1/5

Pricing:

Free for up to 10 users, paid plans start at $7.71/user/month

3. Notion

Best for creating internal wikis for teams sharing informal knowledge

Notion combines notes, databases, and project tracking into one highly customizable workspace. It’s especially popular with startups and creative teams looking to build lightweight internal wikis or collaborative hubs.

The platform’s drag-and-drop interface makes it easy to create structured documentation — from company handbooks to product roadmaps. Notion’s flexibility allows you to connect databases, add visuals, and organize documents in nested pages for better hierarchy.

Pros:

• Extremely flexible layout for structuring any kind of content
• Database views, filters, and relations for knowledge organization
• Dozens of pre-built templates for SOPs, wikis, and documentation
• Real-time collaboration with comments and mentions
• Integration with tools like Slack, GitHub, and Google Drive.

Cons:

• Offline access is still limited on desktop
• Large databases can slow down over time.

User Ratings:

G2: 4.6/5

Pricing:

A free plan is available, paid plans start at $10/user/month

4. ClickUp Docs

Best for connecting documents to workflows

ClickUp Docs is part of ClickUp’s all-in-one project management ecosystem, allowing users to create and link documents directly with tasks, projects, and goals. It’s a great fit for teams that want documentation to live alongside project execution.

Each doc can include real-time collaboration, mentions, checklists, and task embedding. The ability to interlink docs and tasks ensures better alignment between documentation and work progress.

Pros:

• Seamless integration with project management features
• Custom permissions and sharing options
• Rich text editor with slash commands for fast formatting
• Real-time collaboration and inline commenting
• Document analytics to track views and engagement.

Cons:

• Feature-rich interface may overwhelm beginners
• Limited export formats compared to standalone doc tools.

User Ratings:

G2: 4.7/5

Pricing:

A free plan is available, paid plans start at $7/user/month

5. Nuclino

Best for fast, collaborative internal documentation

Nuclino provides a lightweight, clutter-free experience for teams that want to quickly create and share internal documentation. It combines the simplicity of a wiki with the flexibility of a modern collaboration tool.

Each Nuclino workspace supports real-time editing, instant linking between pages, and a graph-style view for visualizing how content connects. It’s particularly useful for startups and small teams seeking a simple document management-cum-knowledge base solution.

Pros:

• Minimal interface designed for focus and speed
• Real-time collaboration with auto-saving
• Knowledge graph visualization for easy navigation
• Markdown support for fast editing
• Integration with Slack, Google Drive, and Trello.

Cons:

• Lacks advanced document automation features
• Not ideal for large enterprise-level documentation.

User Ratings:

G2: 4.7/5

Pricing:

A free plan is available, paid plans start at $6/user/month

Category #2 – Dedicated Document Management Systems

These platforms specialize in storing, securing, and managing digital documents across large organizations. 

They’re best suited for teams that deal with compliance, automation, and enterprise-level file governance.

6. M-Files

Best for workflow automation

M-Files is an intelligent document management system designed to simplify how organizations handle and automate document workflows. Its metadata-driven structure organizes documents by content rather than location, making retrieval faster and more intuitive.

M-Files integrates seamlessly with tools such as Microsoft 365, Google Workspace, and Salesforce, enabling teams to manage content across multiple platforms. Its AI-powered classification automatically tags documents, reducing manual work and ensuring consistency.

Pros:

• Metadata-based organization for more intelligent document retrieval
• Automated workflows for approvals and compliance
• Built-in version control and audit trails
• Strong security and permission controls
• Integrations with popular business tools.

Cons:

• Slight learning curve for new users
• Mobile app functionality is limited.

User Ratings:

G2: 4.3/5

Pricing:

Offers custom pricing based on business requirements

7. Box

 Best for content organization, governance & archival in one place

Box is a secure, cloud-based platform for storing, sharing, and collaborating on documents. It’s especially popular with enterprises seeking robust data governance, automation, and content lifecycle management.

The tool includes Box Sign for e-signatures, workflow automation, and enterprise-grade encryption to keep data secure. Its metadata tagging and advanced search make locating documents easy, even in large repositories.

Pros:

• Robust governance and compliance capabilities
• Automation features for document approval and routing
• Integrates with over 1,500 business apps
• Built-in e-signature functionality with Box Sign
• Strong encryption and access control features.

Cons:

• Free plan offers limited storage
• Collaboration tools are less dynamic than dedicated knowledge apps.

User Ratings:

G2: 4.2/5

Pricing:

Paid plans start at $13.15/user/month, for a minimum of three users

8. DocuWare

Best for digitizing & automating work processes

DocuWare offers a comprehensive document management and workflow automation system, ideal for businesses transitioning from paper-based to digital operations. It helps teams scan, store, and automate document-driven processes securely in the cloud.

Its intelligent indexing automatically captures and categorizes documents, while digital signature support ensures secure approvals. DocuWare also supports integration with HR, accounting, and CRM systems for smooth data flow.

Pros:

• End-to-end workflow automation
• Intelligent document capture and indexing
• Digital signature and e-form support
• Scalable for both SMBs and enterprises
• Reliable compliance and audit tracking features.

Cons:

• Initial setup can be complex
• Pricing not publicly available.

User Ratings:

G2: 4.4/5

Pricing:

Offers custom pricing based on deployment and feature needs

9. Egnyte

Best for AI-powered enterprise file sharing & governance

Egnyte combines secure cloud file storage with AI-driven data governance. It’s built for large enterprises that require granular control over sensitive documents while maintaining compliance with regulations such as GDPR and HIPAA.

Its AI engine scans files to detect sensitive data and recommend corrective actions, while the hybrid deployment option allows teams to manage files both on-premises and in the cloud. Egnyte also supports automated version control and role-based permissions, providing enhanced collaboration capabilities.

Pros:

• AI-driven data protection and classification
• Hybrid cloud deployment for flexibility
• Built-in compliance and audit tools
• Secure file sharing with advanced permissions
• Integration with Microsoft 365, Google Workspace, and Salesforce.

Cons:

• Steeper learning curve for admins
• Limited real-time collaboration features.

User Ratings:

G2: 4.4/5

Pricing:

Paid plans start at $22/user/month

10. OpenText Documentum

Best for secure, large-scale enterprise document management

OpenText Documentum is a robust enterprise content management solution designed for highly regulated industries, such as healthcare, finance, and government. It focuses on document security, version control, and compliance.

The platform supports automated document classification, policy-based archiving, and audit-ready tracking for all file activity. Its AI and machine learning capabilities help organizations efficiently process vast amounts of unstructured data.

Pros:

• Enterprise-grade scalability and compliance
• AI-powered classification and archiving
• Strong versioning and document retention policies
• Excellent support for regulatory requirements
• Integration with SAP, Salesforce, and Microsoft tools.

Cons:

• Requires IT expertise for setup and management
• Higher cost than SMB-focused tools.

User Ratings:

G2: 3.7/5

Pricing:

Offers custom pricing for enterprise deployments

Category #3 – Team Collaboration & Content Management Tools

These tools bridge the gap between documentation and collaboration. 

They’re designed to help teams co-create content, manage projects, and maintain transparency across workflows — perfect for organizations that want documents to be integrated into their daily operations.

11. Microsoft SharePoint 

Best for enterprise-grade content management & collaboration

SharePoint (part of Microsoft 365) is a robust platform for intranets, document libraries, and team collaboration at scale. It’s ideal for organizations that need centralized content governance, secure file sharing, and deep integration with Microsoft apps.

SharePoint supports document libraries, metadata-driven content organization, and customizable sites for teams or departments. Its tight integration with Microsoft 365 means documents, Teams channels, and OneDrive storage work seamlessly together — a worthwhile feature when you want documentation to sit within your everyday productivity tools.

Pros:

• Enterprise-grade security, permissions, and compliance features
• Deep integration with Microsoft 365 apps (Teams, OneDrive, Office apps)
• Powerful document management capabilities (versioning, retention policies)
• Flexible site-building for intranets and team hubs
• Scales well for large organizations.

Cons:

• Can be complex to configure and govern without IT resources
• Site and content structure can become messy without strong governance.

User Ratings:

G2: 4.0/5

Pricing:

Included with Microsoft 365 Business plans starting at $6/user/month (pricing varies by Microsoft 365 plan and region)

12. Zoho WorkDrive

Best for intelligent content management

Zoho WorkDrive is a cloud file management solution built for modern teams that want structured team folders, secure sharing, and integrated collaboration — especially if you already use Zoho’s app ecosystem.

WorkDrive includes team folders, file versioning, OCR-based search, and granular access controls. It’s well-suited for small- to mid-sized teams that need an affordable, centralized place to store documents and collaborate without switching between multiple tools.

Pros:

• OCR-powered intelligent search for fast discovery
• Team folders and role-based access for structured collaboration
• Integrates with other Zoho apps and standard third-party tools
• Affordable pricing for SMBs
• File versioning and activity logs.

Cons:

• UI can feel dated compared to newer collaboration-first apps
• Less prevalent outside the Zoho ecosystem.

User Ratings:

G2: 4.4/5

Pricing:

Paid plans start at $2.50/user/month for a minimum of three users (may vary by region and billing cycle)

13. Google Workspace (Docs, Drive, Sheets)

Best for real-time team collaboration & file sharing

Google Workspace is the go-to suite for real-time document collaboration. Docs, Drive, and Sheets offer intuitive co-editing, comment threads, and robust search capabilities, making it easy for distributed teams to create and maintain shared documentation.

Google’s strengths are instant collaboration, solid search across Drive, and tight integration with Gmail and Calendar. For documentation you want to co-author quickly and share broadly, Workspace keeps friction low and adoption high.

Pros:

• Best-in-class real-time co-editing and commenting
• Powerful Drive search and Google-grade reliability
• Broad ecosystem and third-party integrations
• Easy sharing controls and link-based collaboration
• Familiar UI for many users.

Cons:

• Folder structure can be less rigid for strict compliance needs
• Advanced admin and DLP features are in higher-tier plans.

User Ratings:

G2: 4.6/5

Pricing:

Paid plans start at $6/user/month (Pricing varies by plan and country)

14. Dropbox Dash

Best for secure file storage & collaboration for distributed teams

Dropbox Dash (part of the Dropbox family) focuses on surfacing knowledge and assets across apps and files — a fast-access layer for teams that want a single place to find content without having to hunt through folders and multiple tools.

Dash centralizes links, files, and short docs into a searchable, glanceable hub. It’s useful for teams that need quick access to knowledge snippets, assets, and links used daily, as well as for connecting scattered resources in a single, lightweight interface.

Pros:

• Fast lookup and access to knowledge across connected sources
• Lightweight, focused on discovery rather than heavy document management
• Integrates with Dropbox and external tools for unified search
• Ideal for “at-a-glance” knowledge and quick references.

Cons:

• Not a complete document management system (limited lifecycle/governance features)
• Best used as a complement to a DMS or knowledge base, not a replacement
• Feature depth may be limited compared to broader collaboration suites.

User Ratings:

G2: 4.9/5

Pricing:

Paid plans start at $15/user/month

15. Quip (by Salesforce)

Best for collaborative documents with chat & task management

Quip combines documents, spreadsheets, and chat to create a single, collaborative workspace, making it ideal for teams that want context-rich documents tied to CRM or sales workflows.

Quip’s features include embedded chat threads, live co-editing, and spreadsheet support inside docs, which help teams reduce app switching and keep discussions next to the work. It’s particularly effective for organizations that heavily utilize Salesforce and want documentation aligned with CRM records.

Pros:

• Deep integration with Salesforce for CRM-linked documentation
• Real-time co-editing with embedded chat and task lists
• Combines docs and spreadsheets in one interface
• Offline access available for select plans.

Cons:

• Best value for Salesforce customers; limited appeal if you don’t use Salesforce
• Formatting and advanced doc features can be basic.

User Ratings:

G2: 4.2/5

Pricing:

Paid plans start at $10/user/month

Best Cloud-Based Document Management Systems – My Top 3 Picks

Still unsure which tool best fits your business? Let me simplify it for you. Here are my top three picks — one from each category — based on usability, value, and overall performance.

1. ProProfs Knowledge Base 

All-in-One Document & Knowledge Management Tool

Choose ProProfs Knowledge Base if you want a complete documentation + knowledge-sharing solution in one place. Its intuitive editor, customizable templates, and AI Writer make creating and managing help sites, SOPs, or internal wikis effortless.

It’s ideal for teams that want to empower employees or customers with instant answers while reducing support workloads. 

2. M-Files 

Dedicated Document Management System

Choose M-Files if your organization needs advanced document control, automation, and compliance management. Its metadata-driven system helps you organize files intelligently — no more searching through folders.

It’s perfect for enterprises that require workflow automation, version control, and audit trails without compromising security.

3. Google Workspace

Team Collaboration & Content Management Tool

Choose Google Workspace if collaboration speed and simplicity are your top priorities. With Docs, Drive, and Sheets, teams can co-edit in real time, share instantly, and store everything securely in the cloud.

It’s best for businesses that rely on remote or hybrid teams and want to integrate documentation seamlessly into daily workflows.

Evaluation & Selection Criteria

The tools featured in this article were selected through a structured and impartial review process to ensure fair, insightful, and practical recommendations. 

Each platform was assessed based on the following six key factors:

1. User Reviews & Ratings: Real user feedback from reputable platforms like G2 and Capterra to capture genuine experiences. These insights highlight overall satisfaction levels, consistency in performance, and common pain points.

2. Core Features & Functionality: Each product was evaluated for its essential features and real-world utility. This includes how effectively the tool helps teams manage, organize, and collaborate on documents or knowledge within cloud environments.

3. Ease of Use: User experience plays a significant role in long-term adoption. We examined each tool’s interface, setup process, and navigation flow to determine its accessibility for both beginners and advanced users.

4. Customer Support: Reliable support can make or break a product experience. We analyzed the responsiveness, availability, and helpfulness of each platform’s customer service — including live chat, help centers, and documentation.

5. Value for Money: To ensure readers get the best return on investment, we compared pricing tiers against the features, performance, and scalability offered by each solution.

6. Expert Insights & Hands-On Experience: Our evaluations also draw from hands-on testing and insights from industry professionals. These perspectives help validate how each product performs in real-world business settings.

To know more about choosing a robust cloud-based document management solution or knowledge management software, watch this video: 

Cloud-Based Document Management Trends in 2025

The way organizations manage and share documents is evolving rapidly. With the adoption of AI, stricter compliance requirements, and hybrid work becoming the norm, document management systems (DMS) are evolving into more innovative and connected platforms.

Here are the top five trends shaping document management this year:

1. AI-Powered Document Processing & Search

Artificial intelligence (AI) now plays a central role in document management. From auto-tagging and metadata extraction to innovative search suggestions, AI helps teams find information faster and reduce manual work. 

Many systems now incorporate AI-driven insights that summarize content or identify inconsistencies, enabling nearly instantaneous knowledge retrieval.

2. Automation of Workflows & Approvals

Modern DMS platforms go beyond storage — they automate repetitive workflows, such as document routing, version control, and approval chains. 

This trend helps organizations improve compliance, eliminate delays, and maintain consistent document lifecycles without human intervention.

3. Enhanced Security & Compliance Management

With the rise of remote work and growing cybersecurity concerns, DMS tools are strengthening access controls, encryption, and audit trails. 

Compliance with GDPR, HIPAA, and ISO standards is now a built-in requirement rather than an add-on, giving enterprises more peace of mind.

4. Integration With Business Ecosystems

In 2025, document management is no longer a standalone process. Tools now integrate deeply with CRM, project management, and collaboration platforms, such as Salesforce, Slack, and Microsoft 365. 

This ensures that teams can access and share documents directly within their daily workflow, boosting productivity and data consistency.

5. Rise of Hybrid & Cloud-First Deployments

While on-premise systems still exist in regulated industries, cloud-first and hybrid deployments have become the dominant approach. 

These setups offer flexibility, scalability, and easier remote access — a must for distributed teams managing files across locations and devices.

Choose the Best Cloud-Based Document Management System

Document management in [curent_year] is all about speed, security, and intelligent automation. From AI-powered search to seamless integrations and cloud flexibility, the best document management systems help teams work smarter and stay organized in an increasingly digital workplace.

Whether you’re a startup building your first knowledge base or an enterprise looking to centralize and secure vast amounts of data, choosing the right DMS can transform how your organization captures, shares, and applies knowledge.ProProfs Knowledge Base brings all these capabilities together — and more.

With its AI-powered writing assistant, intelligent search, role-based access control, and integrations with tools like Live Chat, Help Desk, and Survey, it offers everything a modern business needs to create, manage, and scale documentation effortlessly.