DMS Software: Apps that allow you to securely store documentation

La legal documentation management It is no longer understood without a DMS software that centralize, protect, and make files accessible from any device. Although many law firms still struggle with paper-based processes, the reality is that legal matters are complex and require modern software to streamline workflows, minimize risks, and improve client relationships. Which apps allow you to store legal documentation? We talked about it in this article.

In it, we explain how to use them safely, their most notable features, and the best solutions we can use.

What is software for managing and storing legal documentation?

A legal document management software (DMS) is A specialized tool for storing, organizing, versioning, and tracking digital files within firms, consultancies, and legal departments.. Its objective is that the critical documents are secure yet easy to find, with advanced searches, role-based permissions, and traceability.

These platforms typically include powerful search, real-time collaboration, version control, and compliance features. In the legal sectorIn addition, it is key that the system supports workflow automation, secure exchange with clients, electronic signatures, and auditing of actions.

Beyond the legal sphere, DMSs are part of the enterprise content management (ECM) ecosystem, incorporating digitalization (scans and OCR), electronic archiving, backup, and enterprise-level security layers to comply with GDPR and ISO standards.

Key features you should demand from a legal DMS

• Management and storage in the cloud and/or own servers: 24/7 access from the web and mobile, with secure synchronization and scalable plans based on data volume, and the possibility of hybrid cloud-on-premises if your IT policy requires it.
• Easy usability and implementationAn intuitive interface accelerates adoption and reduces the learning curve; the sooner you deliver value, the better the return you'll get, and the less internal resistance there will be.
• Customizable templates, dashboards, and metadataStandardize contracts, claims, or documents with reusable templates and dashboards to view progress, milestones, and dependencies; metadata and tags are key to categorization.
• Flow automation: Replace manual steps with rules and triggers (approvals, alerts, assignments), with versioning and activity logs for auditing.

Types of DMS and common functions

• By deployment: In the cloud (ubiquitous access, reduced friction, and dependence on third parties) or on-premise (full control, internal investment and maintenance). There are also hybrids to combine advantages.
• By license: Proprietary (official support, training, SLA, higher cost) vs open source (flexibility and community, requires experienced vendor or internal team for maintenance).
• Key capabilities: Scanning and OCR, metadata indexing, content or keyword searching, versioning, permissions and auditing, integrations (ERP, CRM, email), and workflows (approvals).

Best DMS (Legal Document Management) Software

We've compiled solutions used by legal teams for case management, documentation, workloads, and client relations. We've included strengths, limitations, pricing, and ratings for a close comparison.

Click Up

ClickUp Docs provides an agile way to create, search, and collaborate on legal documents within the same project environment. Its powerful search engine accelerates file location and Safety and accessibility are outstanding. Dispose of legal templates (client management, case tracking and billing) and ClickUp AI to write summaries and updates.

Pricing: Free Forever; Unlimited $7/user/month; Business $12/user/month; Enterprise (contact). ClickUp AI +$5/month per member on paid plans.

ProProfs Project

Simple suite for tasks, calendars, and resources, not legal specific, but useful if you are looking simplicity and good price. ProProfs Project It generates invoices and reports, tracks time, and offers Gantt and Kanban boards. It lacks advanced CRM and team chat.

Price: $39,97/month for unlimited users (annual).

Asana

Asana is a A comprehensive workflow platform with automation, dependencies, and reporting.. It allows you to view issues in a Timeline, List, or Board, set smart goals, and create rules without code. Its initial learning curve and complex hierarchies may be a hindrance for some users.

Pricing: Basic (Free), Premium $10,99/user/month (annual), Business $24,99/user/month (annual).

Redbooth

Focused on teams that combine Tasks, HD video calls, and custom flows on a single platform. Redbooth includes templates, Gantt and emergency flagging for critical tasks.

Pricing: Pro $9; Business $15/user/month (annual); Enterprise (contact).

Trello

Trello is known for its simple Kanban, now with Butler automations and multiple views (Timeline, Calendar, Table, Map)A DMS software with a great ecosystem of power-ups and integrations.

Pricing: Free; Standard $5; Premium $10/user/month (annual); Enterprise (contact).

Evernote

Although it was originally created for notes, many law firms use it Evernote , the lightweight and collaborative repositoryScan, save, and search with advanced search. Integrate calendars and tasks.

Pricing: Free; Personal $10,83; Professional $14,17/user/month (annually).

DMS, ECM and CMS: differences that should be clear

When choosing a DMS software, it is useful to clarify certain concepts that are often confused:

• The DMS focuses on the document lifecycle (scanning, sorting, storing, versioning, publishing and sharing).
• The ECM covers all the content of the company (documents, emails, multimedia, data), with information flows and governance.
• The CMS is usually oriented towards web content management (sites, blogs, intranets).

The ECM market is expected to reach approximately $67.590 billion in 2023 and could exceed $131.200 billion in five years., with annual growth of 14%. Many SMEs waste capital due to inefficiencies: up to $20.000 a year due to document issues and an average of 18 minutes to locate a file.

Open source and self-hosted: solutions that make a difference

If you need Full data control and customization, the open source ecosystem offers powerful alternativesHere are 10 standout options and their key points.

• Papermark: Open source, self-hosted, unlimited documents and folders, white labeling, custom domains, and watermarks. Pricing: Free plan; $29 (3 seats) for document sharing; $59 secure data room; $149 unlimited rooms; full self-hosted version.
• Nextcloud: Collaborative suite with Files, Talk, Groupware, and Office (online editing, calendar, contacts, and email). Enterprise-grade security and access control, and integration with existing infrastructure. Pricing: €37,49–€195/user/year depending on plan.
• Documento: Open source document signing platform, Self-hosted with smart templates and rules; integrates with Zapier. Stack TS/Next.js/Prisma/Tailwind. Pricing: Enterprise $1188 per seat/year; Singleplayer (no public pricing).
• OpenDocMan: web DMS software in PHP complying ISO 17025 and OIE, with access control, automated review, metadata, searches by author/department/category and Secure URLs. Limitations: UI with limited customization and curve for YOU. 
• PapermergeDesigned for scanned documents with OCR and full-text search; multi-user, versioning, REST API, and granular permissions. Limitations: Focus on scans and may lack advanced features.

How to choose your DMS software

These are the aspects to consider before choosing one DMS software or another:

• Supplier experience: Look for partners who understand the legal processes and can assist you with implementation, training, and business continuity.
• Ease of useA usable tool reduces internal resistance; with brief training, anyone should be able to operate the basics (from accounting to sales).
• Data ProtectionPrioritize encryption, backups, access control, activity logs, and GDPR/ISO compliance; security is non-negotiable.
• Mobile and remote access: So you can start flows and make decisions from your mobile phone outside the office without friction.
• Scalability: Evaluate its ability to grow with you (users, GB/TB, new departments) and its flexibility to integrate with ERP/CRM/email.

Good DMS software centralizes, classifies, and automates, while ensuring security, compliance, and an advanced search that finds the document in seconds.With everything discussed here, you have a proven range of tools for implementing a solid and productive digital foundation that supports everything from a one-person office to the most demanding corporation.