Recommended Free Tools
iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
To test document management software fairly, run the same 20 authorized files and scripted tasks through every product. Check whether people can find the right document, whether permissions work, whether revisions and approvals remain traceable, and whether you can export the files and useful records. There is no established standard 20-file benchmark; the protocol below is a practical buyer-designed comparison, not a validated scoring model.
Build a representative 20-file test set
Choose files that resemble your team’s documents and expose the problems you care about. This mix is a suggested test design, not a published statistic or industry standard. Categories can overlap, but make sure the expected outcome for each file is unambiguous.
- 5 text-native files: searchable PDFs and common office documents.
- 4 image-only scans: include a clear scan and, if OCR matters to your team, a harder but still legible one.
- 4 version-sensitive files: paired revisions or near-duplicates with one intentional, identifiable change.
- 3 metadata cases: documents with distinct types, dates, owners, or project identifiers that should be filterable.
- 2 workflow cases: documents meant to go through review or approval, if that is part of your process.
- 2 permission cases: harmless test documents that one role may access and another must not.
Prepare an expected-answer sheet before uploading. Give relevant files distinctive terms so you can check search results objectively. Use real files only when permitted, redact sensitive content, and keep a clean source copy outside each system. If you need scans to test OCR, use permitted image-only files; a scanner is not necessary when your documents are already digital.
Set up the comparison consistently
- Use the same corpus: Upload the same 20 files to every product and preserve an unchanged copy outside the systems.
- Define test roles: Create at least two roles, such as an ordinary user and an administrator or reviewer, if access controls matter. Use non-sensitive examples for restricted content.
- Write down expected results: Specify search hits, allowed and denied actions, the intended current revision, expected approval state, and what an export should contain.
- Keep the setup alike: Apply the same labels, metadata, folder structure, and task instructions in each product. Record configuration work rather than hiding it.
- Check plan boundaries: Note which features are available in the plan you test and which are described as higher-plan features or optional modules.
Run the tests that matter to your team
1. Findability and search
Search for a filename, a phrase in document text, a metadata value, and a distinctive phrase inside a scan. Try filters or saved searches if offered. For each query, record whether the expected document appears, whether irrelevant near-duplicates get in the way, and how long or how many steps it takes to locate the right result.
#1 Best Overall
- PORTABLE SCANNER FOR USE ON-THE-GO — The fastest and lightest mobile single-sheet-fed compact document scanner in its class¹
- QUICK DOCUMENT SCANNING ― This Epson ultra-fast scanner scans a single page as quickly as 5.5 seconds²; Windows and Mac compatible
- VERSATILE PAPER HANDLING ― Portable scanner scans documents up to 8.5 x 72 in; Also easily digitizes receipts and ID cards to make accounting, bookkeeping, and organizing simpler
- INTUITIVE, HIGH-SPEED SOFTWARE — Epson ScanSmart Software³ is a smart tool allowing you to easily scan, review, and save; Stay organized easily with the help of this Epson scanner
- EASY SETUP — USB-powered connect to your computer for quick and simple scanning; No batteries or external power supply required to operate portable document scanner; Standard Connectivity: USB 2.0
Veevra describes search across filenames, document content, OCR text, and custom metadata (Veevra). Infilabs describes full-text search, metadata filters, saved search, and permission-aware results (Infilabs). These are vendor descriptions, not independent confirmation of performance with your files.
2. OCR document search
Choose an image-only file and note a distinctive phrase in advance. After ingestion, search for that phrase and check that the result opens the correct document and that the recognized text is accurate enough for your team’s actual use. Compare it with a text-native version to distinguish OCR problems from ordinary indexing problems.
Rank #2
- FAST SPEEDS - Scans color and black and white documents a blazing speed up to 16ppm (1). Color scanning won’t slow you down as the color scan speed is the same as the black and white scan speed.
- ULTRA COMPACT – At less than 1 foot in length and only about 1. 5lbs in weight you can fit this device virtually anywhere (a bag, a purse, even a pocket).
- READY WHENEVER YOU ARE – The DS-640 mobile scanner is powered via an included micro USB 3. 0 cable allowing you to use it even where there is no outlet available. Plug it into you PC or laptop and you are ready to scan.
- WORKS YOUR WAY – Use the Brother free iPrint&Scan desktop app for scanning to multiple “Scan-to” destinations like PC, Network, cloud services, Email and OCR. (2) Supports Windows, Mac and Linux and TWAIN/WIA for PC/ICA for Mac/SANE drivers. (3)
- OPTIMIZE IMAGES AND TEXT – Automatic color detection/adjustment, image rotation (PC only), bleed through prevention/background removal, text enhancement, color drop to enhance scans. Software suite includes document management and OCR software. (4)
Foxit describes OCR for imported files or images (Foxit), while TurboDMS describes full-text OCR search across scanned PDFs (TurboDMS). The reviewed product descriptions do not provide an OCR accuracy figure, so record what happens in your own test rather than assuming a particular accuracy level.
3. Versions and recovery
Upload an initial file, make one controlled change, then submit or save the revision through the normal user workflow. Check whether the current revision is clear, whether the earlier version remains available, and whether it can be inspected or restored if your process requires that. Vendor pages describe version history and related controls, but a feature description does not establish how well a product handles your files.
Rank #3
- FAST DOCUMENT SCANNING — Document scanner with feeder allows you to speed through stacks with a 50-sheet Auto Document Feeder (ADF); Efficient office scanner to help you scan more productively
- INTUITIVE, HIGH-SPEED SOFTWARE — Quickly scan with this desktop document scanner; Epson ScanSmart Software lets you easily preview scans, email files, upload to the cloud, and more; Plus, automatic file naming saves even more time
- SEAMLESS INTEGRATION — Easily incorporate your data into most document management software with the included TWAIN driver; Office document scanner integrates seamlessly with business workflows
- EASY SHARING — Duplex scanner allows you to scan straight to email or popular cloud storage2 services like Dropbox, Evernote, Google Drive, and OneDrive for simple storage and sharing
- SIMPLE FILE MANAGEMENT — Scanner allows the creation of searchable PDFs with Optical Character Recognition (OCR) and convert scans to editable Word or Excel files effortlessly; Designed for home and office document scanning
4. Permissions and sharing
Using separate roles, test at least one allowed and one denied action: finding, opening, editing, sharing, or downloading a document, as applicable. Check search results and direct access. A restricted document should not appear in a result or preview for a user who is not allowed to see it.
Infilabs describes permission-aware results, and Foxit describes role-based access controls (Infilabs; Foxit). These descriptions do not establish regulatory compliance. Use only non-sensitive test material; do not upload unredacted confidential records to a trial without reviewing the provider’s security, retention, training, and deletion terms. The reviewed sources do not provide legal advice or product-specific security assurances.
Rank #4
- Scanner type: Document
- Connectivity technology: USB
- With Auto Scan Mode, the scanner automatically detects what you're scanning
- Digitize documents and images
5. Approvals and audit history
If controlled review matters to your team, route one test document through an approval process. Confirm that the decision is attached to the intended revision, then inspect the activity history for who acted and what they did. Veevra describes an append-only activity record and export; vendor pages also describe approval workflows and audit trails (Veevra; Foxit; TurboDMS; Operif). Verify the evidence available in the product and plan you test.
Outdated Drivers Are Slowing You Down
One free scan finds every outdated or missing driver and matches the right update for your exact hardware.Free scan · exact hardware matchWindows Errors? Fix Them Before They Spread
Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstall6. Export and exit
Export the files and any metadata or logs the system makes available. Inspect the output to see whether filenames, folder relationships, metadata, revisions, and audit evidence your team needs survive. Record what is missing, what requires manual work, and whether export depends on a plan or administrator privileges. A claim of export or reduced vendor lock-in does not by itself show that the resulting files will meet your needs. Migration and complete export are also included in a secondary buyer checklist, not an industry standard (Software Buyer Guide).
Best Value
- OUR MOST ADVANCED SCANSNAP. Large touchscreen, fast 45ppm double-sided scanning, 100-sheet document feeder, Wi-Fi and USB connectivity, automatic optimizations, and support for cloud services. Upgraded replacement for the discontinued iX1600
- CUSTOMIZABLE. SHARABLE. Select personalized profiles from the touchscreen. Send to PC, Mac, mobile devices, and clouds. QUICK MENU lets you quickly scan-drag-drop to your favorite computer apps
- STABLE WIRELESS OR USB CONNECTION. Built-in Wi-Fi 6 for the fastest and most secure scanning. Connect to smart devices or cloud services without a computer. USB-C connection also available
- PHOTO AND DOCUMENT ORGANIZATION MADE EFFORTLESS. Easily manage, edit, and use scanned data from documents, receipts, photos, and business cards. Automatically optimize, name, and sort files
- AVOIDS PAPER JAMS AND DAMAGE. Features a brake roller system to feed paper smoothly, a multi-feed sensor that detects pages stuck together, and skew detection to prevent paper damage and data loss
Record results in a comparison worksheet
Use one row per product and capture observations for each dimension. This keeps the decision tied to work your team actually performs rather than to a generic feature list.
| Measure | What to record |
|---|---|
| Search | Expected items found; false positives; time and steps; metadata and OCR behavior. |
| Permissions | Allowed and denied actions; any result or preview leakage. |
| Version control | Clarity of current revision; history; comparison or restoration behavior. |
| Workflow | Routing setup; completion; evidence attached to the correct revision. |
| Audit | Actions recorded; actor and time details; ability to inspect or export. |
| Export | Files, metadata, revisions, and logs recovered; missing fields or manual work. |
| Setup and usability | Configuration effort, task completion, confusing steps, and plan dependencies. |
For a simple score, mark each prewritten task pass, partial, or fail, and add notes and elapsed time. Weight results by consequence: for example, a restricted document appearing to the wrong user may matter more than a slower search. This is a proposed evaluation method, not a validated scoring model. Avoid naming an overall winner from a small corpus unless it represents your team’s document types and workflows.
Compare products on consistent evidence
When testing two or more systems, keep the files, roles, and instructions fixed. Compare search and OCR behavior, access control, version and approval traceability, export completeness, setup effort, and dependencies on plans or integrations. Treat vendor feature descriptions as claims to verify in your test, not as evidence of your own expected results. The reviewed sources do not establish an independently measured figure or standardized head-to-head benchmark for a 20-file DMS test.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
