Drowning in paperwork chaos again?
Manual processes and scattered files make managing compliance and sensitive records incredibly stressful for government agencies like yours.
It only gets worse when agency staff are scrambling to find key documents during audits or urgent requests.
GO Nitro found that almost $20K per worker, per year is lost to document challenges, eating up budgets and draining productivity in the public sector. For under-resourced IT and records managers, every wasted dollar hurts efforts to streamline services.
Luckily, the right document management system can fix this and address your biggest pain points.
In this article, I’m going to cover the 8+ best document management for government agencies, comparing the easiest ways to stay compliant and secure in 2025.
You’ll find practical solutions that improve audit trails, support secure data sharing, and help your team say goodbye to cluttered filing cabinets.
Let’s make compliance simple.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | FileCenter → | Small to midsize agencies | |
| 2 | ibml → | Large enterprise archives | |
| 3 | Granicus → | Public records offices | |
| 4 | GovPilot → | Municipal governments | |
| 5 | DocuWare → | Medium to large agencies |
1. FileCenter
Worried about managing government records securely?
FileCenter gives you local document control with an all-in-one dashboard and powerful PDF tools to streamline compliance, redaction and quick information access.
You’re able to organize, annotate, and search thousands of scanned files, eliminating the daily grind of sorting paper documents. FileCenter’s smart OCR and built-in PDF editor really cut down manual labor when it comes to FOIA requests or compliance audits.
This means you get back hours every week.
With FileCenter, I can manage every document from my desktop without complicated setup or endless software training.
You’re able to quickly scan, edit, and organize all your records in one place—plus, any document you scan instantly becomes searchable text, making it a breeze to find the files you need even years later.
Additionally, FileCenter’s robust cloud integration puts secure and flexible access at your fingertips. If you’re juggling remote teams or hybrid records, your documents stay protected but easy to pull up from anywhere. Combined with built-in PDF editing, you can redact, annotate, and upload reports with a few clicks. The result is a streamlined workflow that cuts paper use, saves money, and gets your agency audit ready without breaking a sweat.
It’s document control made simple.
Key features:
Powerful built-in PDF editor allows you to redact, annotate, and update records directly within the platform—ideal if you handle sensitive public information requests.
OCR for quick searchability transforms scanned files into editable, searchable documents, letting you instantly locate records instead of sifting through folders.
Integrated cloud storage support means your records are safely backed up and easily accessible, whether you’re in the office or working remotely.
Verdict:
If you need a reliable, Windows-focused platform that puts you in control, FileCenter stands out as a top document management for government agencies. With OCR and cloud integration, you’ll handle compliance, FOIA, and daily records faster every time.
2. ibml
Handling physical paperwork can slow your agency down.
ibml’s intelligent document capture uses AI-powered scanning to turn years of paper records into digital files, making retrieval, classification, and data extraction way more efficient.
If you’re tasked with digitizing massive archives, you know how important it is to eliminate errors and speed up the process. With ibml, high-volume processing becomes manageable for your records team, and sensitive government data is protected through real-time validation as you scan. Even those awkward, odd-sized forms or faded documents from decades ago are handled precisely, so you boost accuracy and reduce frustration.
It’s time to rethink your legacy archive strategy.
Here’s how ibml solves the messy paperwork problem—by giving you AI-powered, high-speed document scanning coupled with real-time in-line intelligence so your files become digital and accurate right as you scan.
With ibml, you get access to ultra-high-speed scanners and software that processes, validates, and classifies your files automatically. That means less chance for human error, plus quicker turnaround from stacks of boxes to fully searchable archives. You’ll love that it’s built for government requirements, since confidentiality and compliance are handled up front.
The result is a setup tailor-made for big paper backlogs—ibml’s FUSiON series is actually 67% faster than previous models, so your digitization project finishes quicker and with fewer headaches. Real-time data validation stops problems at the source, saving you from expensive rework. You can get old records under control without hiring an army.
That’s a real game changer for compliance.
Key features:
- AI-driven document capture for government archives: Scans mixed formats and uses smart data extraction, reducing time spent on manual entry and retrieval for compliance-heavy projects.
- Real-time in-line data validation as you scan: Instantly checks documents for accuracy, protecting sensitive government data and stopping errors before they cause regulatory or processing issues.
- Ultra-fast high-volume paper scanning technology: Converts massive backlogs into digital files quickly, cutting manual effort and keeping agencies on schedule and within budget.
Verdict: If you need a great document management for government agencies, ibml is built to digitize your backlog with real AI-powered speed—up to 67% faster—and keep your data compliant and accurate from the source.
3. Granicus
Managing compliance shouldn’t slow your agency down.
With Granicus, you get automated public records request workflows plus secure storage for all your documents, including emails and videos.
If your daily grind involves handling endless FOIA or OPRA requests, you know how draining manual tasks, privacy checks, and growing workloads can be. Cutting out repetitive emails and data entry frees up time to focus on work that actually serves your community. Granicus steps in to minimize the hassle and risk of errors when your staff is already stretched thin.
The result is smoother document management and compliance.
Granicus makes compliance easy by letting your team automate the public information request process.
You can count on tools that instantly archive any public record—like emails or texts—while granting secure, centralized access for your staff. That means you’re always audit-ready and can prove compliance any time you need to.
I especially like the automatic redaction feature. If you’re sharing records externally, Granicus will detect and block out sensitive data before you release any files. Combined with request tracking, notifications, and role-based permissions, your agency can handle increasing workloads—without bringing on extra help.
You get more time for strategic work, and your citizens get answers faster.
Key features:
Automated public records request workflows: Ensure every FOIA/OPRA request is tracked, managed, and fulfilled with minimal manual effort, so your agency stays compliant and avoids processing errors every step of the way.
Secure, centralized digital records storage: Archive all your documents, emails, and digital media in one place, giving your team fast access to records and ensuring nothing is misplaced or overlooked for audits.
Automatic redaction of sensitive information: Let Granicus scan and redact classified or private information from files before public release, reducing privacy risk while expediting transparent document delivery.
Verdict: If you need a great document management for government agencies, Granicus gives you proven request automation, secure records storage, and automatic redaction. Agencies using Granicus’s GovQA process over 16,000 compliance requests every year—without extra staff or hassle.
4. GovPilot
Tired of paperwork bottlenecks slowing your agency down?
GovPilot’s automated workflows and digital records modules help your team cut through manual processes and messy, outdated filing systems for good.
Here’s how you can shift from spending days on record requests to easy digital management that lets your staff and citizens get what they need right away. Requests that used to take ages can now be handled online, with all records securely linked back to property data in your system.
Now let’s see how this works in action.
You get a centralized cloud platform where FOIA and OPRA requests are submitted and tracked digitally, so your residents aren’t left waiting and your team isn’t buried under paperwork.
Automated processing keeps everything accurate and audit trails clear. With all records instantly cross-referenced by property parcel, finding information and providing transparency to the public is suddenly simple, even across different departments.
Plus, GovPilot speeds up more than just records requests. Because every workflow—applications, permits, public reports, you name it—is digitized and automatically routed, your employees spend less time digging for files and more time focusing on your community. The result is real: system updates in under two minutes, so frustrations with old bottlenecks are gone.
Making compliance and service delivery easier.
Key features:
Automated digital records processing for FOIA/OPRA requests so your citizens and staff benefit from transparency, security, and way faster turnaround on vital public documents.
Cross-departmental records anchoring by property parcel so everyone in your agency has instant access to a complete, up-to-date digital property history.
Full-service workflow automation for every department meaning your manual approvals, data entry, and information routing are digitized, tracked, and way easier to audit or report.
Verdict:
If you’re looking for an amazing document management for government agencies that transforms days of work into minutes, boosts public transparency, and keeps compliance simple, GovPilot is ready to help your team level up in 2025.
5. DocuWare
Is your agency wrestling with endless paper records?
DocuWare’s automated workflows and secure document archiving put you back in control of your records, making compliance and retrieval far easier for government work.
If you want to stop chasing down misplaced files or risking sensitive data, you’ll appreciate how DocuWare centralizes document access with robust security controls while digitizing your paper-based processes for consistent regulatory compliance.
Let’s look at how DocuWare delivers.
You get instant, secure access to every document you need—no more time wasted searching file cabinets or trying to recover lost data.
The platform’s automated workflows mean you can digitize routing, approvals, and collaboration with just a few clicks, which simplifies daily government processes while reducing errors that can creep in with manual paperwork.
Plus, the public-facing e-forms let citizens complete and send in applications securely online. If you’re used to stacks of incoming paperwork or lines at your office, this feature will make life a whole lot easier. DocuWare also handles strict retention rules and audit trails, so you stay compliant with agency regulations without extra work. These capabilities combine to keep your records safe, your processes smooth, and your team focused on the people you serve.
That’s exactly how you simplify compliance.
Key features:
Digitized workflows streamline routine processes for your staff, reducing manual steps, automating approval chains, and helping everyone work more efficiently with full transparency and auditability.
Secure, centralized document archiving protects sensitive information, with customizable access controls, encrypted storage, and automated retention policies designed for government compliance requirements.
Citizen-facing online forms accelerate service delivery, letting your community submit applications digitally and ensuring accurate, direct data capture for everything from permits to information requests.
Verdict: If you’re looking for an effective document management for government agencies, DocuWare gives your agency user-friendly automation, secure archiving, and public e-forms—helping you cut paperwork, meet regulations, and deliver better citizen experiences, just like the 500+ government departments already using this platform.
6. DocsVault
Managing compliance and document control takes real effort.
DocsVault gives you automated document routing and version control so you never worry about lost information or missing audit trails.
With government record-keeping rules so strict, having complete, accurate version histories without extra manual work is huge. This approach cuts down on admin headaches and leaves your files organized and verifiable.
Let’s dig deeper into how this can help.
DocsVault brings you a powerful set of tools purpose-built for managing sensitive records. You get features like version control that automatically tracks every edit, so if you need to prove who changed what and when, you’ve got an instant answer.
You’ll also benefit from easy document search using full-text, metadata, and custom filters. This means you can quickly pull up contracts, permits, or records for public data requests, no matter how much paperwork piles up.
Automated routing ensures every form, request, or invoice goes to the right person with zero hand-holding. I’ve seen how this saves days of manual forwarding and helps your team meet strict timelines. The built-in audit trails take care of compliance, while custom permission controls protect sensitive files. Everything adds up to a system that’s reliable, easy to use, and made for agencies handling critical public information.
All of this makes your compliance job easier.
Key features:
- Version control with full audit trail and tracking so you always know who made changes and when, satisfying government record-keeping and accountability standards.
- Automated document routing that follows workflow rules to speed up approvals, reviews, and information flow, helping your agency respond quickly to urgent internal and external requests.
- Advanced search using full-text and metadata filters for lightning-fast document retrieval, reducing time spent chasing files and improving your agency’s transparency.
Verdict: DocsVault stands out as an excellent document management for government agencies thanks to version tracking, audit trails, secure routing, and advanced searches. If you want to simplify document access and compliance, DocsVault brings the features government offices need.
7. ShareArchiver
Is your team drowning in a backlog of old files?
ShareArchiver helps you cut down on storage clutter and costs with powerful data deduplication and compression, so you can manage archives without the usual headaches.
It also gives you confidence when responding to FOIA or legal requests by making all your archived info text-searchable and instantly retrievable on demand. The result is less wasted time tracking down records, and fewer compliance worries when someone comes knocking.
You don’t have to overhaul your whole setup.
If you’re after a fix for ballooning storage costs and strict government data mandates, this is where ShareArchiver shines.
By automatically identifying and compressing duplicate data across your archives, ShareArchiver keeps your storage bills in check while freeing up space for the stuff that matters. The software’s e-discovery tools mean you’re always ready for an audit, with every record at your fingertips in seconds so you never get caught flat-footed.
Plus, ShareArchiver works with whatever tech you already use—whether everything’s on-premise, in the cloud, or a mix of both—so your agency can evolve its storage strategy without stress. One New York County Government even slashed backup costs by 60% using ShareArchiver’s automation, and their users didn’t feel a thing.
This means your records are secure and easy to access.
Key features:
- Deduplication and compression for big savings: Cut your agency’s long-term storage costs by removing duplicates and shrinking archive size without affecting user access or reliability.
- E-discovery-ready compliance for public records: Keep every document searchable and quickly retrievable, making FOIA requests, audits, and investigations far less stressful.
- Storage-agnostic flexibility for hybrid environments: Use ShareArchiver with your existing servers or chosen cloud platforms to support evolving IT requirements and budgets.
Verdict: If you’re looking for the best and most effective document management for government agencies, ShareArchiver’s blend of cost-cutting archiving and audit-ready compliance delivers what you need. Even agencies handling hundreds of terabytes have reported 60% lower storage expenses without disrupting workflows.
8. Laserfiche
Managing compliance shouldn’t slow your agency down.
Laserfiche gives you tools for certified records management and automated workflows, which makes meeting government regulations easier from day one.
With features designed around DoD 5015.2 certified records management, you can confidently handle the full lifecycle of government records and reduce hassle around retention schedules. This approach helps limit liability and puts control back in your hands.
Let’s take a look at what’s possible now.
You get a secure, unified system for all your content so your agency can ditch manual paper trails and repetitive approvals.
If you need to automate approvals or speed up permit processing, Laserfiche’s powerful workflow engine is a game changer. You can set up automated routing for permits, approvals, and citizen requests—the platform will notify the right people and move documents along instantly. This means fewer errors, less waiting, and happier citizens overall.
I love that Laserfiche offers a public records portal (Weblink) where citizens can access records themselves online, cutting the number of inbound requests your staff has to chase down. Combine that with deep integrations designed for the public sector and you’re looking at a tool built for real government needs. Many agencies have seen a 40% average drop in processing time plus 80% faster permit delivery—seriously impactful results.
It’s everything you need to modernize government document management.
Key features:
- DoD 5015.2 certified records management for complete lifecycle control and workflow-driven compliance that keeps your agency audit-ready and worry-free at every step.
- Automated workflow management designed for public sector tasks, making your permit processing and document approvals faster, with notifications and efficient routing that save hours every week.
- Public portal solutions for citizen self-service, offering instant, easy access to records online, reducing manual request handling and boosting transparency across your agency.
Verdict:
Laserfiche is an excellent document management for government agencies, thanks to certified records management, deep process automation, and an intuitive public records portal. If you care about compliance and shaving 80% off your permit processing time, this is a strong pick.
9. Hyland
Is document control holding your agency back?
Hyland’s OnBase Government Solutions brings you robust document management, workflow automation, and centralized case management–all tailor-made for your operational needs.
If you’re worried about regulatory compliance or keeping up with FOIA and open records requests, automated retention schedules and compliant record disposition could be exactly what you need. Your government records, both digital and paper, stay organized and audit-ready without any manual headaches.
You don’t have to manage compliance alone.
Here’s how I’ve seen Hyland solve these problems: OnBase directly addresses the biggest frustrations public sector teams face, giving your staff a single source of truth while making compliance much simpler.
With centralized information for every project or constituent, you get a complete record at your fingertips, which means faster, better-informed responses for your residents. The workflow automation tools cut out bottlenecks, letting you move documents, requests, and cases through approval steps automatically.
Plus, your records management becomes nearly effortless. OnBase doesn’t just handle digital files, it manages retention and legal holds across paper records too. That means you’ll be ready for audits or information requests, and nothing falls through the cracks. All the case management features are designed to help your agency make strong decisions based on reliable information.
The result: public sector staff can focus on service, not document chasing.
Key features:
- Tailored solutions for government processes: OnBase lets your agency automate workflows, manage content, and handle case management specifically for public sector needs and challenges.
- Automated records retention and compliance: You get robust management for document retention schedules, legal holds, and both digital and physical records, supporting FOIA and accountability requirements.
- Centralized case management: Every document and data point related to a case or project is kept together, so your teams can make faster, smarter decisions.
Verdict: Hyland is a strong contender for effective document management for government agencies if you want comprehensive records retention, case management, and workflow tools built for agency needs. Case management for specific projects and compliance support are standout strengths.
Conclusion
No more searching through endless files today.
When you’re stuck wrestling with compliance and paper chaos, picking the right software can feel overwhelming—especially with tight budgets and strict regulations on your plate.
Shockingly, Armstrong Archives reports that 83% of employees will recreate a document rather than search for it. That’s lost productivity you can’t afford in government. Reliable document management stops wasted time in its tracks, so your staff can focus on serving the public instead of digging through folders.
Here’s my best advice.
FileCenter takes the stress out of staying compliant by putting all your records at your fingertips, without complicated setup or downtime.
It’s my clear pick for the best document management for government agencies because of its unbeatable local control, OCR, and built-in PDF tools. You get unmatched simplicity whether you’re wrangling FOIA requests, audits, or remote teams.
Ready to fix the workflow bottleneck? Start a free trial of FileCenter and make your records finally work for you.
Your team’s productivity will thank you.
