Top 10 Document Management System Features in 2025

Greetings from the endless information era of the digital age!

Careful document handling is now strategically crucial rather than a luxury in a world where data is the new money. There has never been a greater need for safe cloud-based document management software, regardless of whether you are a small business owner, freelancer, or startup.

But wait—not every DMS supplier is created equal! It might be very difficult to choose the best DMS software. Can you imagine how satisfying it would be to use a DMS that organizes and fully utilizes your documents?

Presenting the top ten document management system features that you must have in order to increase your document processing skills is where the journey begins. 

Charateristics of Document Management System (DMS)

Presenting you the document management system features list to amp up your project management and documentation process with smart solutions -: 

1. Permissions

This is one of the most important document management software features you must consider. With a large team, keeping a social community engaged is challenging. Permissions are your friends — they allow you to define who can permanently delete or change files, who can access certain spaces, and keep conversations going. 

The top document management systems let administrators define permissions per employee — which helps to safeguard sensitive information by making it impossible for employees to edit documents while implementing an organizational structure.
 

2. Document libraries 

Document library is another great feature. A document library is a place where all documents are stored. It makes it possible to create a shared space for everyone to read, write, and manage documents. With this one of the best document management system features, you can create document types, records portals, or even an intranet (whichever fits your organization). 

3. Easier document retrieval

Finding and accessing files can be very time-consuming—as the old saying goes, time is money. A recent study suggests the average office worker wastes 30–40% of their day looking for papers. The costs of organizations for filing a document can run up to $20, finding a lost document can cost $120, and reproducing a lost document costs 220$. Wasteful document management expenses bind the company’s budget, reduce productivity, and hinder development.

Document management systems are powerful and time-saving tools. It provides easier integration with business applications, which then makes vital data accessible. This way, you can also access documents remotely using DMS. In Kroolo, you can personalize your doc the way you feel like for quick identification and retrieval.

4. Better collaboration

The new document management system greatly simplifies the ability for quick access to content and collaboration. The documents are coming from various sources and can be available from multiple locations. This allows document sharing over a network via email or the internet via electronic imaging.

5. Better backup and disaster recovery

One of the key features of a records management system is backup and disaster recovery provisions for important and sensitive data. Documents on paper are secured against fire, floods, and all those other catastrophes because the paper has been backed up by digital archiving. A DMS enables documents to be traced by several criteria. Such document tracking options make it less likely that you or anyone else will lose track of documents after they’re viewed.

6. Cloud access

Do you have cloud access nowadays? Employees should be able to retrieve, upload, and download the document at any point in time from any location. Therefore, the document management software should be cloud-enabled. 

Before deciding on a document management software, ask for the document storage view, what are the possibilities of having cloud and on-premise storage, and how much the updates are released. The beauty of a document management system is that it provides employees the flexibility to retrieve documents and work from anywhere. 

7. Intelligent organization 

And managing documents in multiple places or different programs is hard. It’s time-consuming, really consuming out of your working day. The bigger a company is or the more it is changing organizationally, the greater the number of documents (and, as a consequence, the data) to sort. One of the key elements within a document management system is the establishment of an organizational hierarchy.

In Kroolo, you can create 3 levels of nested docs with a single click and organize the doc structure as per your requirements. Add a personalized touch to your document with a specific icon and label to work smarter, not harder. 

8. An attractive user interface

Document management software will be used day in and day out. Therefore, the software should be user-friendly and have a good UI. What you and your team will experience when you log in is the user interface. It must be able to inspire your employees and link them with the data they need. If the document management software is hard to navigate, it will lower your productivity. So, it will be of no worth at all.

9. Robust search function

When you are dealing with myriads of key documents in real time, you must be able to locate what you need and not spend too much time doing it. But a Nintex analysis from earlier this year found that 49 percent of employees in a cross-industry sample struggled to locate documents. That’s why a Document Management System needs to have good search capabilities.

You should be able to easily retrieve any document based on relevant metadata such as the invoice number, vendor name, date, etc. Some programs offer tagging capacity, which enables you to categorize and tag documents, including — invoices, contract and makes it easier for you to quickly find all documents.

10. Version control

For modern businesses seeking more efficient ways of working, version control via a document management system is priceless. It lets groups use multiple different copies of the same artifact, which helps make it easier to collaborate and ensure that everyone’s always editing the latest version; the benefit of which is that users can follow different versions of documents, revert if they need to revert, and have conflicts (in modifications).

AI-Powered Document Processing (IDP) 

Organizations are highly dependent on AI to automate their workflows and document management process. Intelligence document processing is the art of leveraging AI in the process automation to free resources and to make them focus on more strategic works.

The conventional data collection is achievable with structured information, It is regularly formatted with information that appears in the same location on every paper.  An Excel spreadsheet is an example of structured material.

Benefits of IDP (Intelligent Document Processing)

There are multiple benefits of incorporating IDP in the workspace. Some of the top-notch advantages includes:

Trainable AI models

Preconfigured or customized AI models enable machine learning, which enables IDP software to learn from previously processed documents and data without the need for scripting. Deploying preconfigured models is easier, resulting in less work and faster turnaround times. The particular needs of your business are met by custom machine learning algorithms.

Automated data extraction

IDP systems extract data using machine learning algorithms and other AI capabilities. AI is able to comprehend language in context.

Handling complicated document types

Tables, timesheets, and forms requiring text-based sorting are just a few of the many types and formats that IDP can analyze. By using standard or customized AI models to automate the collection, classification, and smooth integration of data into your business processes, it increases efficiency.

More precise data collection

Advanced AI retrieves important data, like text, numbers, photos, and signatures, from documents once they have been sorted. Tools like scripting, rules-based reasoning, and fuzzy matching help to strengthen validation, and human oversight (HITL) rapidly enhances and improves AI performance.

Cut expenses while allowing for expansion

IDP lowers labor costs, minimizes errors, and expedites processing by automating repetitive operations, which leads to better service and faster choices. For instance, banks can handle more applications and increase income by automating loan reviews.

How Kroolo Brings Productivity to Document Management Systems?

Kroolo is a powerful document management tool distinguished by its advanced AI-driven features that streamline document creation, organization, and collaboration. Here are key aspects that highlight its strength

a. AI-Powered Document Creation and Editing
b. Advanced Formatting and Styling
c. Interactive AI Chat within Documents
d. Document Optimization and Version Control
e. Seamless Integration and Export
f. Security and Compliance Features
g. Workflow Automation and Collaboration

This combination of AI-driven creation, interactive features, robust organization, and seamless integration makes Kroolo a powerful tool for modern document management needs.