Best AI-Based Document Management Systems in 2025: Smart File Handling for Smarter Teams

In a world overflowing with PDFs, contracts, spreadsheets, and scanned images, managing documents manually is no longer sustainable — especially for growing businesses and remote teams.

Enter the AI-based document management system (DMS) — where artificial intelligence meets information organization. These modern tools don’t just store files; they understand, extract, categorize, and retrieve documents intelligently, making file chaos a thing of the past.

In this guide, we explore the top AI-powered DMS platforms for 2025 — and how they’re transforming the way teams work with documents.

Why Use an AI-Based Document Management System?

Traditional document storage platforms are little more than digital filing cabinets. AI-driven systems go further:

• Extract data automatically from scanned docs or PDFs

• Classify files by content, not just folder location

• Enable semantic search (search by meaning, not keyword)

• Automate workflows (e.g., approvals, routing)

• Identify duplicates or outdated versions

• Ensure compliance with retention policies

With AI, document management becomes faster, more accurate, and more secure.

1. M-Files

M-Files is a powerful intelligent document management platform used across industries like legal, construction, and finance.

• Best for: Enterprises with compliance and workflow needs

• Key features:

  • Metadata-driven file organization

  • AI-based content recognition and tagging

  • Smart version control

  • Integration with Microsoft 365, Salesforce, SAP

  • Document workflow automation

• AI edge: Automatically understands document context

• Pricing: Quote-based

• Strength: Eliminates folder structures — all files are searchable by content

Perfect for: Teams overwhelmed with documentation and compliance tasks.

2. DocuWare

DocuWare combines cloud document storage with AI-based automation for indexing and workflows.

• Best for: SMBs and mid-size companies going paperless

• Key features:

  • Smart scanning and OCR data capture

  • Intelligent indexing and search

  • Pre-built workflows (HR, AP, contracts)

  • Mobile access and e-signatures

  • Integrates with SAP, QuickBooks, and Outlook

• AI edge: Learns document patterns and tagging over time

• Pricing: Starts at ~$300/month for small teams

Great for: Businesses digitizing processes across departments.

3. OpenText Documentum

OpenText is an enterprise-grade platform combining document control with advanced AI classification and compliance.

• Best for: Highly regulated industries (healthcare, legal, finance)

• Key features:

  • AI-powered auto-classification

  • Workflow orchestration and audit trails

  • Policy-based retention and legal hold

  • Integration with enterprise ECM and ERP

  • Hybrid and on-prem deployment options

• AI edge: NLP-based content analysis and automated metadata tagging

• Pricing: Enterprise-tier licensing

Top pick for: Large enterprises with strict document lifecycle governance.

4. Zoho WorkDrive + Zia AI

Zoho WorkDrive is an affordable DMS, and when combined with Zia (Zoho’s AI engine), it becomes surprisingly smart.

• Best for: Budget-conscious startups and SMEs

• Key features:

  • Team folders and role-based permissions

  • AI-powered content search and recommendations

  • Automatic document classification

  • Smart alerts for file activity

  • Tight integration with Zoho CRM, Mail, Projects

• AI edge: Zia helps surface documents you might need based on behavior

• Pricing: From $2/user/month

• Unique: Full suite integration at low cost

Recommended for: Businesses already in the Zoho ecosystem or on a tight budget.

5. Microsoft SharePoint Syntex

Syntex is Microsoft’s AI-powered extension to SharePoint, designed to extract, tag, and manage content at scale.

• Best for: Microsoft-centric organizations

• Key features:

  • AI-based content classification

  • Metadata extraction from contracts, invoices, emails

  • Workflow automation in Power Automate

  • Integration with Teams and Microsoft 365 apps

  • Security and compliance tools included

• AI edge: Trainable document understanding models

• Pricing: Add-on to Microsoft 365; starting at $5/user/month

Ideal for: Organizations already using SharePoint, looking to scale it smartly.

How to Choose the Right AI Document Management Solution

Ask these questions:

• How many documents are you managing monthly?

• Do you need AI to tag, extract, or classify documents?

• What integrations do you need (CRM, ERP, e-signature)?

• Are you dealing with compliance rules or audits?

• Is cloud, on-premise, or hybrid deployment more suitable for your business?

Your DMS should improve access and reduce friction — not add another layer of complexity.