Most businesses are creating more digital content than ever before. From project plans and marketing briefs to financial reports and employee files, the sheer volume of electronic files can be overwhelming. Storing them across scattered folders, email threads, and different cloud drives often leads to chaos. Finding the right file becomes a time-consuming treasure hunt, document version control is a nightmare, and ensuring security feels nearly impossible. This is where an electronic document management system comes in.
An electronic management system, often known by its EDMS full form, is a type of EDMS technology designed to bring order to this chaos. The EDMS definition centers on providing a centralized and efficient way to handle the entire lifecycle of your company's digital documents. This includes electronic document and records management system capabilities and robust electronic document control system features. Throughout this guide, we’ll explore what is EDMS, who uses it, the main types of EDMS available, and how to choose the perfect one for your team. By the end, you’ll have a clear understanding of how this powerful tool, sometimes called an electronic document system or electronic data management system, can improve your document management and support your digital transformation.
What is an electronic management system?
At its core, an electronic management system is a software platform that helps organizations create, capture, store, manage, track, and protect digital content. Think of it as a highly organized digital library for all your company’s important information. The primary goal of an EDMS is to move away from inefficient processes involving paper documents and embrace a more streamlined, digital-first approach to file management. This shift toward digitizing documents is a key part of any modern digital transformation strategy.
The functionalities of an EDMS are built to solve common business challenges, improving operational efficiency. It replaces manual filing with intelligent organization and provides features that enhance productivity and protect sensitive data. Key benefits and features often include:
Centralized storage: An EDMS provides a single source of truth for all your electronic files, eliminating confusion and making it easy for team members to find what they need. No more digging through endless email chains or shared drives to manage files.
Improved workflows and automation: These platforms streamline document-related business processes like review and approvals. For instance, a platform like Lark allows you to convert messages directly into tasks or start an approval process right from your chat, keeping work flowing without interruption.
Enhanced document security: With features like granular permission controls and user access levels, an EDMS ensures that only authorized users can view or edit sensitive information. This is crucial for protecting confidential company data.
Robust version control: Say goodbye to confusing file names like "Report_Final_v3." An EDMS automatically tracks every change made to a document, allowing you to view its history and revert to previous versions if needed. This level of document version control is a core part of effective document management.
Better compliance and audit trails: For industries with strict regulatory requirements, an electronic document and records management system is essential for ensuring compliance. It provides detailed audits that record who accessed or modified a document and when, which is critical for regulatory compliance.
An effective electronic management system simplifies complexity by uniting content creation, file storage, and teamwork in one place. With Lark, you can handle the entire document lifecycle within an integrated ecosystem, connecting your files directly to your team's communication and project management capabilities. 🌟Get started
EDMS vs. DMS
You may have also heard the term Document Management System (DMS) used. While the two are often used interchangeably, there's a subtle distinction. A DMS is a broader term for any platform that handles document management, whether for physical documents or digital ones. An electronic document management system (EDMS), by its EDMS definition, specifically deals with electronic files and data. Today, most modern platforms are electronic, and EDMS technology often includes more advanced features geared towards compliance, data management, and workflow automation, making it the more relevant term for modern businesses.
Who uses an electronic management system?
Virtually every department in a business can benefit from the structure and efficiency of an electronic management system. Because it centralizes information and streamlines processes, it helps teams work together more effectively and stay aligned on their goals. Different departments leverage EDMS technology to solve their unique challenges:
Marketing and creative teams: These teams are constantly creating and iterating on content, from campaign briefs to social media assets. An electronic document management system helps them organize creative files, co-edit drafts in real-time, and oversee approval cycles to ensure everyone is working from the latest version.
Sales teams: A centralized platform allows sales teams to quickly access product information, proposals, and contracts. Connecting the EDMS with a CRM ensures they have all the context they need to close deals efficiently.
Project management: Project managers rely on an EDMS to keep all project-related documentation—from initial plans to final reports—organized and accessible to the entire team. This ensures everyone stays on the same page and has the latest information.Human resources: HR teams handle a vast amount of confidential information, from employee contracts to performance reviews. An EDMS allows them to securely store and organize these electronic files, control access, and automate onboarding and offboarding processes. Using Lark Base, for example, an HR team can build a secure database for employee records and use Lark Approval to streamline leave requests.
Legal and finance: For these departments, compliance and security are non-negotiable. An EDM like Lark provides the robust security, detailed activity logs, and version control needed to oversee contracts, financial statements, and other sensitive content while meeting strict regulatory standards.
The right EDMS can adapt to the diverse needs of your entire enterprise. A comprehensive platform like Lark empowers every team by providing a unified workspace where files, communication, and project management capabilities work together seamlessly.
Main types of electronic management systems
When you start exploring the world of EDMS technology, you'll find that not all platforms are created equal. They can generally be categorized based on their deployment model and their intended function. Understanding these main types of EDMS will help you narrow down what might work best for your company's unique needs.
On-premise EDMS: This is the traditional model where the software is installed and operated from your company's in-house servers and infrastructure. This approach offers maximum control over your data and setup, which can be a requirement for industries with stringent data residency regulations. However, it also demands a significant upfront investment in hardware and requires a dedicated IT team for maintenance, updates, and security.
Cloud-based EDMS: This modern approach, often offered as a Software-as-a-Service (SaaS) model, hosts the EDMS on the vendor's servers and is accessed via the web. This eliminates the need for large capital expenditures on hardware and shifts the burden of maintenance and security to the vendor. Cloud-based options are known for their scalability, flexibility, and accessibility, making them ideal for remote and hybrid teams. A platform like Lark, for example, is a cloud-native platform that allows teams to access their entire digital workspace from anywhere.
Industry-specific EDMS: Some electronic data management systems are designed with a specific industry in mind, such as healthcare, legal, or manufacturing. These platforms come with pre-built processes, templates, and compliance features tailored to that sector's unique requirements, such as HIPAA compliance for healthcare or FDA regulations for pharmaceuticals.
General-purpose EDMS: These platforms are designed to be flexible and customizable for a wide range of industries and use cases. They provide a robust set of core features for document control, file management, and automating tasks that can be adapted to fit nearly any business process. Their strength lies in their versatility, allowing businesses to configure the platform to their exact specifications.
Currently, many of the best platforms are cloud-based options that blend general-purpose flexibility with features that can be tailored for specific industries. A truly integrated platform like Lark provides the scalability of the cloud with a suite of features that can be customized to support any department's unique document needs.
Top 10 electronic management systems in 2025
Choosing the right electronic management system is a critical decision. To help you navigate the options, I've compiled a list of the top platforms available today. Each offers a unique approach to solving the challenges of modern document management, from simple file management to comprehensive enterprise content management.
1. Lark: A unified workspace for seamless collaboration
Overview:
Lark is more than just an electronic document system; it's an all-in-one "superapp" designed for modern teamwork. It seamlessly integrates essential business features—including an advanced document editor, a no-code database, messenger, calendar, and video conferencing—into a single, intuitive platform. This unified approach eliminates the need to switch between multiple applications, providing a truly connected experience for content creation, document management, and team communication from start to finish.
Key features:
A truly integrated workspace: Lark combines multiple essential features, including Docs, Base, Email, Messenger, Calendar, and Meetings, into one seamless application, eliminating the need to constantly switch between different software.
Collaborative document creation: Create and co-edit rich content and powerful spreadsheets in real-time. You can embed images, videos, timelines, and even polls directly into your files to bring ideas to life.
Powerful no-code database: Organize and track any type of information with a flexible no-code database, Lark Base. Use different views like Gantt charts, Kanban boards, and galleries to visualize data for project management, CRM, and more.
Seamless communication and meetings: Stay connected with an integrated Messenger and HD video Meetings. Share files, manage permissions, and launch calls directly from your chat, with notifications appearing instantly in your feed.
AI-powered productivity: Leverage powerful AI to automatically transcribe and summarize meetings, translate documents and messages into multiple languages, and generate content with simple prompts, boosting productivity for global teams.
Automated workflows and knowledge sharing: Build custom approval cycles with Lark Approval and create a centralized knowledge base with Lark Wiki to streamline operations and ensure important information is always accessible.
How Lark helps your EDM:
Unify document creation and teamwork with Lark Docs. It serves as the core of your content lifecycle, offering real-time co-editing, comprehensive version history, and granular permission controls to ensure your files are always current and secure.
Manage structured data and records with Lark Base. Go beyond simple files by using this powerful no-code database to build platforms for tracking project assets, managing client contracts, or creating digital archives with custom fields, views, and dashboards. 👉Try Lark templates
Establish a single source of truth with Lark Wiki. It allows you to create a secure, structured, and easy-to-navigate knowledge hub for your entire organization, ensuring that policies, procedures, and company knowledge are centralized and accessible.
Automate document-centric workflows with Lark Approval. Design and implement custom approval cycles directly within the platform. This ensures that contracts, invoices, and other important files move through the review cycle efficiently with a clear and compliant audit trail.
Starter: Free for up to 20 users, including 100GB of storage and core features.
Pro: $12 per user/month (billed annually) for up to 500 users, with 15TB storage, larger meeting capacity, and advanced admin controls.
Enterprise: Custom pricing for large organizations with unlimited users, needing advanced security, compliance, and support.
Best for:
Teams of all sizes seeking a cost-effective, all-in-one platform that combines a powerful electronic management system with communication and teamwork features in a single, user-friendly platform.
2. Microsoft 365 with SharePoint: An enterprise-grade document control system
Image source: microsoft.com
Overview:
Microsoft 365 offers a comprehensive suite of productivity apps, with SharePoint at its core as an electronic document and records management system. It's a powerful choice for organizations already invested in the Microsoft ecosystem, providing deep integration and robust features for enterprise-level document management and internal collaboration.
Key features:
Deep Integration with Microsoft 365: Seamlessly works with Word, Excel, and PowerPoint, allowing for real-time co-authoring and file management directly within familiar applications.
Advanced Security and Compliance: Provides enterprise-grade security features, including data loss prevention (DLP), eDiscovery, and granular permissions to help meet regulatory standards.
Powerful Content Management: Users can build intranet sites and pages, utilize powerful search capabilities, and manage content with metadata and document libraries.
Pricing:
No free plan; offers a free trial for one month.
SharePoint (Plan 1): Starts from $5.00/user/month.
Business basic: Starts from $6.00/user/month.
Business standard: Starts from $12.50/user/month.
Business premium: Starts from $22.00/user/month.
Best for:
Large enterprises that rely on Microsoft products for their daily operations and require a powerful document control framework.
3. Hyland OnBase: A flexible enterprise content management platform
Image source: hyland.com
Overview:
Hyland OnBase is a versatile content services platform that helps organizations manage content, processes, and cases. Known for its extensive customization and integration capabilities, it connects information across the enterprise and is often tailored for specific, complex business processes, making it more than just a standard electronic document management system.
Key features:
Powerful Workflow Automation: Includes a graphical workflow designer to automate complex business processes, from approvals to notifications, reducing manual work.
Robust Records Management: Offers comprehensive tools for ensuring compliance with retention policies, legal holds, and other regulatory compliance requirements.
Extensive Integration Capabilities: Connects with other core business applications like ERP and CRM systems to provide a unified view of information.
Pricing:
Custom pricing based on a consultative sales process.
Best for:
Large organizations in regulated industries like healthcare, government, and finance looking for a highly configurable platform.
4. Google Workspace: A cloud-native electronic document system for collaboration
Image source: google.com
Overview:
Google Workspace, centered around Google Drive and Docs, is a popular cloud-based platform that excels at real-time teamwork on digital documents. Its intuitive interface, seamless co-editing, and cloud-native architecture make it a go-to for companies prioritizing accessibility and straightforward file sharing across distributed teams.
Key features:
Real-Time Collaborative Editing: Allows multiple team members to simultaneously edit Docs, Sheets, and Slides with changes visible instantly.
Centralized Cloud Storage: Uses Google Drive as a central hub for all electronic files, making them accessible from any device with an internet connection.
Seamless App Ecosystem: Tightly integrated with other Google features like Gmail, Calendar, and Meet, streamlining communication and scheduling around documents.
Pricing:
Starter: Starts from $7/user/month.
Standard: Starts from $14/user/month.
Plus: Starts from $22/user/month.
Enterprise: Custom pricing.
Best for:
Teams looking for simple, effective, real-time document collaboration and cloud storage.
5. Confluence: A knowledge management and document collaboration tool
Image source: atlassian.com
Overview:
Developed by Atlassian, Confluence is primarily a team workspace for creating and organizing knowledge. It functions as an effective EDMS for documentation, project plans, and meeting notes, proving especially valuable for technical teams that use it as a single source of truth alongside Jira for project tracking.
Key features:
Structured Knowledge Spaces: Organizes content in structured spaces and pages, making it easy to build and navigate a company-wide knowledge base or wiki.
Deep Jira Integration: Offers unparalleled integration with Jira, allowing teams to link project plans and documentation directly to development tasks.
Collaborative Templates: Provides a wide range of pre-built templates for meeting notes, project plans, and technical documentation to standardize processes.
Pricing:
Free: Up to 10 users.
Standard: Starts from $5.16/user/month.
Premium: Starts from $9.73/user/month.
Enterprise: Custom pricing.
Best for:
Software development and IT teams that use the Atlassian suite for project management.
6. M-Files: An intelligent information management system
Image source: m-files.com
Overview:
M-Files takes a unique approach to document management by organizing content based on what it is, not where it's stored. This metadata-driven method helps users find the right information instantly, regardless of its original location, whether it's on a network drive, SharePoint, or another repository.
Key features:
Metadata-Driven Architecture: Relies on tags and metadata for file management, freeing users from traditional folder structures and enabling dynamic views.
Repository-Neutral Access: Connects to existing information silos, allowing users to access and manage files across different systems from a single interface.
AI-Powered Automation: Utilizes artificial intelligence (M-Files Aino) to automatically classify documents, suggest metadata, and streamline information governance.
Pricing:
M-Files offers a free trial for 30 days. Pricing is customized and provided upon request.
Best for:
Businesses struggling with information silos across multiple systems and locations.
7. DocuWare: A secure electronic document imaging and workflow automation
Image source: docuware.com
Overview:
DocuWare is a cloud-based platform focused on digitizing documents and automating business processes. It excels at capturing paper and digital files from any source, securely archiving them, and moving them through automated approval cycles, especially for departments like accounts payable and human resources.
Key features:
Intelligent Document Capture: Offers advanced electronic document imaging and indexing to automatically capture and classify information from scanned documents and emails.
Automated Invoice Processing: Provides specialized solutions to automate the entire accounts payable process, from invoice capture to approval and payment.
Secure Digital Archives: Ensures documents are stored in a tamper-proof format with detailed audits to meet compliance standards and legal requirements.
Pricing:
Custom pricing based on business needs.
Best for:
Companies looking to automate paper-intensive processes like invoice approvals and employee onboarding.
8. Dropbox Business: A simple electronic data management solution for file sharing
Image source: dropbox.com
Overview:
While it started as a file-sharing service, Dropbox Business has evolved to offer a straightforward electronic data management experience. It provides reliable cloud storage and sync, along with basic document management features like Dropbox Paper for co-editing, making it a simple yet powerful choice for many businesses.
Key features:
Industry-Leading File Sync: Delivers fast and reliable file synchronization across desktop, mobile, and web, ensuring everyone has the latest version.
Advanced Security and Admin Controls: Includes features like remote wipe, granular sharing permissions, and comprehensive activity logs to protect company data.
Content Collaboration Tools: Integrates with popular productivity apps and offers native features like Dropbox Paper for creating and sharing documents.
Pricing:
Professional: Starts from $16.58/month.
Standard: Starts from $15/user/month.
Advanced: Starts from $24/user/month.
Enterprise: Custom pricing.
Best for:
Teams and businesses that need a simple, reliable platform for cloud storage and secure file sharing.
9. eFileCabinet: A streamlined document management system for SMBs
Image source: revverdocs.com
Overview:
eFileCabinet is designed to help small and medium-sized businesses transition from paper to a digital environment. It offers a user-friendly interface for storing, managing, and sharing documents securely, with a strong focus on compliance and workflow automation for industries like accounting and financial services.
Key features:
Templated Folder Structures: Allows businesses to quickly set up organized filing systems using pre-defined templates tailored to specific departments or industries.
Automated Workflows: Features a visual workflow designer to automate repetitive, document-centric tasks and ensure processes are followed consistently.
Secure Client Portal: Provides a branded portal for securely sharing and receiving sensitive files from clients, enhancing professionalism and security.
Pricing:
Pricing is available upon request from their sales team.
Best for:
Small to mid-sized businesses, particularly in accounting and financial services, that need effective document management.
10. Laserfiche: A powerful enterprise content management and automation tool
Image source: laserfiche.com
Overview:
Laserfiche combines powerful enterprise content management (ECM) with advanced business process automation. It helps organizations digitize records, automate repetitive tasks with electronic forms and robotics, and manage complex document lifecycles, making it a robust platform for enterprise-level challenges and digital transformation initiatives.
Key features:
Business Process Automation: Offers powerful tools including electronic forms, a workflow designer, and Robotic Process Automation (RPA) to automate complex tasks.
Certified Records Management: Features Department of Defense (DoD) 5015.2 certified records management capabilities to meet strict compliance and governance mandates.
Advanced Content Services: Provides comprehensive tools for electronic document imaging, content capture, and intelligent search across the entire repository.
Pricing:
Pricing is available through a network of solution providers.
Best for:
Mid-sized to large organizations, especially in government and education, seeking powerful automation and a comprehensive electronic management system.
While each of these platforms offers strong features, choosing the best one depends on your specific needs. For a truly seamless experience, a unified platform like Lark stands out by integrating an advanced electronic management system with the communication features your team already uses every day.
How to choose the right electronic management system for your team
Selecting the perfect electronic management system is a strategic decision that will impact your team's productivity for years to come. With so many options, it can be a challenge to know where to start. To make an informed choice, focus on evaluating each platform against your team's specific requirements and long-term goals.
Here are the key factors to consider:
Assess your current and future needs: Before you start looking at vendors, understand your own business processes. What are your biggest document-related pain points? Is finding information time-consuming? Do you need simple file management or complex automation for things like purchase orders? Map out your current procedures and identify where an electronic document management system can help. Think about your future needs as well—will the platform need to scale as your company grows?
Prioritize user experience and adoption: The most powerful platform is useless if no one on your team wants to use it. Look for a clean, intuitive interface that demonstrates strong user-friendliness and requires minimal training. A user-friendly design is critical for successful adoption. For instance, a platform designed with a familiar chat-based interface like Lark can feel natural to employees, making the transition smoother.
Evaluate integration capabilities: Your EDMS shouldn't exist in a vacuum. It needs to work with the other applications your team relies on, such as your CRM, ERP, or accounting software. Check for pre-built connections or API capabilities to ensure a seamless flow of information between platforms.
Don't compromise on security and compliance: Protecting your company's data is paramount. Investigate the security features of any platform you consider. Look for encryption, granular access controls, and detailed activity records. For business continuity, ensure the platform protects against data loss from accidents or natural disasters. If you're in a regulated industry, verify the platform meets specific regulatory compliance standards like HIPAA or GDPR.
Consider the total cost of ownership: Look beyond the initial subscription price. Factor in potential costs for implementation, training, data migration, and the effort needed to maintain the platform. Cloud-based options often have a lower total cost of ownership compared to on-premise setups because they eliminate hardware and maintenance expenses.
Why choose Lark
Making the decision to adopt an electronic management system is a significant step, and choosing Lark can make that transition seamless and incredibly valuable. Lark isn't just another application to add to your tech stack; it's a unified platform designed to replace it. It stands out by offering a powerful, integrated setup that addresses the key selection criteria in a unique and cost-effective way.
An all-in-one, integrated platform: Lark eliminates the friction of switching between apps. Your files, spreadsheets, databases, chats, video calls, and calendars are all in one place. This native connection means you can work on a file, discuss it in a chat, and schedule a follow-up meeting without ever leaving the app.
Designed for the user: Lark was built with a user-centric philosophy. Its intuitive, chat-based interface is easy to learn and use, which drives high adoption rates across teams. The ability to access the full suite of features on desktop and mobile ensures productivity is never interrupted, no matter where your team members are working.
Scalable and cost-effective: Lark is designed to grow with you. The free Starter plan is perfect for small teams, while the Pro plan offers enterprise-grade features at a fraction of the cost of purchasing multiple standalone applications. This makes Lark one of the most cost-effective options on the market for its breadth of functionality.
Powerful and flexible: From real-time file co-editing and AI-powered meeting summaries to customizable no-code databases and automated approval cycles, Lark provides the advanced features you need to manage complex procedures. It's flexible enough to support any department, from HR and finance to marketing and project management.
Conclusion
Navigating the complexities of modern business requires more than just good ideas; it demands efficient systems to bring those ideas to life. An electronic management system is no longer a luxury but a foundational component of a successful digital strategy. By centralizing your documents, securing your data, and automating your workflows, an EDMS empowers your teams to collaborate more effectively and focus on what truly matters: driving growth and innovation.
Throughout this guide, we've explored what an electronic management system is, who benefits from it, and what to look for when choosing a solution. The right platform will not only solve your current document-related challenges but will also scale with you, supporting your organization's journey toward greater efficiency and digital transformation. It's about finding a tool that seamlessly integrates into the way your team already works, enhancing their productivity without adding complexity.
For teams looking to embrace a truly unified approach, I encourage you to consider Lark. Its powerful, all-in-one platform combines a robust electronic management system with the communication and collaboration tools your team needs to succeed.
FAQs
What is an electronic management system?
An electronic management system (EDMS) is a software solution used to create, store, organize, manage, and secure digital documents and records. Its primary purpose is to replace outdated paper-based processes, improving workflow efficiency, data security, and collaboration within an organization by providing a central digital repository.
What is DMS used for?
A Document Management System (DMS) is used to streamline the entire lifecycle of a company's documents. Its core functions include centralizing file storage for easy access, controlling document versions to prevent errors, securing sensitive information with access permissions, and automating workflows like review and approval processes.
What are the three main types of EDMS?
The three main types of electronic document management systems are distinguished by their deployment model. They include on-premise systems hosted on a company's own servers, cloud-based systems (SaaS) hosted by the vendor and accessed online, and industry-specific systems that are pre-configured for particular sectors like healthcare or legal.
What is an example of DMS?
A great example is an integrated platform like Lark, which combines a powerful document management system with chat, project management, and other essential tools. Other well-known examples that focus more specifically on document management include Microsoft SharePoint and Google Workspace, which includes Google Drive for storage and collaboration.
