Document Management Software
Document creation, storage, and collaboration.
Key Functions
| Function | Description | AI Opportunity |
|---|
| Document Creation | Rich text, templates, formatting | AI writing |
| Collaboration | Real-time editing, comments | Smart suggestions |
| Version Control | History, compare, restore | Auto-versioning |
| File Storage | Upload, organize, search | Auto-organization |
| Sharing | Permissions, links, embed | Smart permissions |
| Search | Full-text, filters, tags | Semantic search |
| Templates | Reusable document structures | Auto-generation |
| Workflows | Approval, review, sign-off | Intelligent routing |
| Integrations | Connect to other tools | — |
| Mobile Access | Edit and view anywhere | — |
Core Entities
| Entity | Fields | Volume | Sensitivity |
|---|
| Documents | content, metadata, permissions | Very High | Variable |
| Folders | hierarchy, permissions | Medium | Low |
| Versions | content snapshots, timestamps | Very High | Variable |
| Comments | content, position, author | High | Low |
| Users | access, activity, preferences | Low | Medium |
| Templates | structure, placeholders | Low | Low |
| Links | shared access, expiry | Medium | Low |
| Activity | views, edits, downloads | Very High | Low |
Integration Points
| System | Data Flow | Direction |
|---|
| Email | Attach, share | Bi-directional |
| Calendar | Meeting notes, docs | Bi-directional |
| Project Management | Task attachments | Bi-directional |
| CRM | Customer documents | Bi-directional |
| E-signature | Sign documents | Bi-directional |
| Slack/Teams | Share, preview | Bi-directional |
| Storage | Sync, backup | Bi-directional |
Data Retention
| Data Type | Typical Retention | Compliance Driver |
|---|
| Documents | Indefinite | Business value |
| Versions | 30 days - indefinite | Audit trail |
| Activity logs | 90 days - 2 years | Compliance |
| Deleted items | 30-90 days | Recovery |
Evaluation Criteria
| Criteria | Weight | Notes |
|---|
| Collaboration quality | High | Real-time experience |
| Search | High | Find documents fast |
| Integrations | High | Your workflow |
| Security | High | Sensitive documents |
| Mobile experience | Medium | Access anywhere |
| Storage/pricing | Medium | Scale economics |
| Offline access | Low | If needed |
Market Leaders
| Product | Strength | Best For |
|---|
| Google Workspace | Collaboration, price | Google shops |
| Microsoft 365 | Office suite, enterprise | Microsoft shops |
| Notion | Flexibility, databases | Modern teams |
| Dropbox Paper | Simplicity, storage | Dropbox users |
| Coda | Docs + apps | Power users |
| Confluence | Wiki, Atlassian | Atlassian teams |
AI Disruption Potential
| Function | Current State | 2027 Projection |
|---|
| Writing | AI assist | Full drafts |
| Search | Keyword + basic NLP | Semantic, conversational |
| Summarization | Basic | Automatic summaries |
| Organization | Manual | Auto-categorization |
| Templates | Static | Dynamic, contextual |
| Meeting notes | Manual | Auto-generated |
Build vs Buy: Buy. Document infrastructure is commodity. Google and Microsoft dominate. Notion for flexibility. Focus on using docs, not building doc tools.