Stuck with an outdated document system?
Your team is probably slowed down by its clunky interface and poor collaboration tools, making teamwork feel like a constant struggle.
Worse, the thought of migrating everything feels daunting. You can’t risk disrupting workflows or losing critical documents in the process.
Research from FileCenter shows that nearly 50% of employees lose time to document scanning and filing inefficiencies. This hidden cost adds up, draining team productivity and your bottom line.
The right alternative can solve this by offering modern collaboration and smooth migration, making the switch much easier than you think.
That’s why I’ve put together this guide to the best PaperPort alternatives. We’ll explore options built for modern teams that simplify your transition.
You’ll discover solutions that improve security, centralize control, and automate workflows, so your team can finally collaborate effectively and without frustration.
Let’s get started.
Quick Summary:
| # | Software | Target Users |
|---|---|---|
| 1 | FileCenter → | IT directors needing simple migration and team consistency |
| 2 | Egnyte → | Organizations needing secure collaboration and compliance |
| 3 | M-Files → | Mid-sized companies seeking automated workflows and compliance |
| 4 | NetDocuments → | Legal teams requiring secure, real-time collaboration |
| 5 | Zoho → | Growing companies needing unified business app collaboration |
1. FileCenter
Looking for a smooth way to ditch PaperPort?
FileCenter tackles outdated interfaces and collaboration gaps with easy PDF editing, consistent folder templates, and integration with Microsoft 365 and Google Drive.
Many teams get stuck juggling scattered files or confusing systems, but FileCenter’s intuitive interface and reusable folder structures reduce document chaos and make file retrieval easier than ever. Keeping everyone on the same page becomes straightforward and less stressful.
Here’s how FileCenter can help.
FileCenter turns your Windows desktop into a powerful document hub with OCR scanning, PDF editing, and straightforward file management to simplify your workflow.
It supports Google Drive, OneDrive, and Dropbox files directly, letting your team access and update documents whether working locally or remotely. This flexibility works well for companies trying to modernize without upheaval.
Another handy feature is the Client Portal, which offers a secure way to exchange digital files with clients, improving collaboration and compliance at the same time. Combined with automated OCR and routing, FileCenter can significantly trim manual tasks and speed up document handling for your whole team.
FileCenter keeps document workflows smooth and secure.
Key features:
- Integrated PDF editor and OCR scanning let you convert paper documents into searchable, editable files to enhance productivity and simplify retrieval.
- Reusable folder structures ensure consistent organization across your team, saving time and reducing errors during migration or daily use.
- Seamless cloud integration with Google Drive, OneDrive, and Dropbox supports flexible access options and straightforward collaboration without complex setups.
Verdict: FileCenter’s intuitive interface, reliable PDF management, and flexible cloud support make it one of the best PaperPort alternatives for IT directors balancing modernization and user adoption. Its features help reduce document clutter, ensure team consistency, and simplify migration pains.
2. Egnyte
Struggling with outdated collaboration and security tools?
Egnyte offers AI-powered content sharing and governance to improve productivity and secure critical files across your team.
When juggling complex workflows, Egnyte centralizes your content with cloud file sharing, governance, and AI automation, reducing risk while enhancing teamwork. It’s designed so you can rely on secure control and seamless file management without losing efficiency or complicating compliance.
Here’s how it supports your document needs.
Egnyte handles your content challenges with tools that bring your files and workflows together effortlessly.
It provides efficient collaboration features to work smoothly on large or complex files, automates repetitive tasks, and manages mission-critical content across any bandwidth—perfect if your team is spread out but needs instant access.
Plus, the platform boosts security through governance tools that protect data with compliance-ready controls and audits, while AI capabilities like Copilot and Agents help pull insights and reduce manual work by triggering workflows automatically, all in one place to keep your content safe and easy to navigate.
With deep integrations across Microsoft 365, Google Workspace, and others, your team can stay productive using familiar apps without disruption.
The solution fits well for organizations aiming to simplify content collaboration securely and without hassle.
Key features:
Centralized cloud content platform: Combines file sharing, governance, and AI-driven automation to reduce manual processes and streamline team workflows effectively.
Robust security and compliance: Offers comprehensive data protection, audit-ready governance, and sensitive content classification supporting GDPR and HIPAA readiness.
Seamless integrations with daily tools: Connects easily with Microsoft 365, Google Workspace, Salesforce, and others, enabling smooth transitions with familiar interfaces.
Verdict: Egnyte stands out as one of the best PaperPort alternatives by addressing collaboration limitations, providing strong governance, and integrating AI to enhance productivity. Trusted by over 22,000 businesses, it ensures secure, compliant content management with minimal workflow disruption.
3. M-Files
Struggling with outdated document management systems?
M-Files uses AI and metadata-driven organization to eliminate information chaos and improve how your team finds and uses files. It also automates workflows to streamline processes.
With automated document-centric workflows for creation, collaboration, and approval, M-Files reduces errors and saves time. You get a system that doesn’t just store documents but makes your processes smarter while ensuring everything stays secure and compliant.
Here’s how M-Files can help.
M-Files tackles inefficiencies by combining metadata-based document management with AI-powered search and automation. This means your team can find the right files quickly and avoid manual sorting.
Beyond search, M-Files integrates deeply with Microsoft 365, Teams, and SharePoint, allowing you to work within familiar tools while benefiting from automated workflows and consistent document control. This keeps collaboration smooth and aligns with existing systems.
The software also boosts security and compliance by automating access rules and providing a thorough audit trail. This is critical if your organization must meet GDPR or HIPAA requirements. Plus, its flexible automation adapts to industries like accounting, consulting, engineering, or manufacturing, making it versatile for various teams and projects.
Enjoy increased workflow efficiency, less risk, and better teamwork all in one platform.
Key features:
AI-driven metadata organization helps your team quickly find and use documents in the correct business context without manual tagging or searching.
Automated workflow capabilities streamline document approval, collaboration, and process management to reduce manual errors and save time.
Strong security and compliance controls automate document access, sharing, and create comprehensive audit trails to meet regulatory standards.
Verdict:
These features make M-Files one of the best PaperPort alternatives by reducing migration pain with Microsoft integrations, improving collaboration, and automating workflows while ensuring compliance for mid-sized companies.
4. NetDocuments
Struggling to find teamwork-friendly document management?
NetDocuments offers real-time desktop co-authoring, Microsoft 365 integration, and predictive email filing to tackle collaboration and workflow roadblocks easily.
By providing a cloud-native platform with centralized control, it ensures your team always works on the correct version while enabling smooth sharing and editing. With secure access from any device and seamless Microsoft Teams connection, disruptions during migration are minimized.
Here’s how it improves your document management.
NetDocuments makes switching worthwhile by centralizing documents and automating routine tasks so you and your team can focus on high-value work efficiently.
You get real-time collaboration within Microsoft Teams, letting your team manage and preview documents without switching apps. The Legal AI Assistant helps answer questions instantly from hundreds of documents, cutting down research time and improving accuracy.
Beyond collaboration, the AI App Builder lets you create tailored workflow apps and automate repetitive tasks while maintaining secure document storage. Email management automatically files client-related messages to centralize your communications. Together, these features reduce manual errors, speed up processes, and enhance your team’s productivity.
This intelligent DMS supports version control, data governance, and compliance requirements, making your migration smoother and your ongoing work faster.
Key features:
- Advanced Microsoft 365 integrations connect your documents with Teams, Word, and Copilot for fluid access and editing within familiar tools.
- AI-powered Legal Assistant and Workflow Automation streamline complex tasks and provide instant answers, saving hours of manual searching.
- Robust security and compliance tools include data loss prevention and ethical walls to protect sensitive documents and meet audit demands.
Verdict:
NetDocuments stands out among the best PaperPort alternatives by combining powerful collaboration, automated workflows, and secure cloud document management. With 7,000+ customers and 99.9% uptime, it offers a trusted path for legal teams seeking easier migration and improved productivity.
5. Zoho
Struggling with outdated collaboration and document control?
Zoho offers a unified cloud software suite that integrates CRM, email, HR, and helpdesk tools to improve teamwork and streamline workflows.
Many companies face isolation between departments, causing inefficiencies and frustration. Zoho helps break down these walls by providing a single platform to access all business applications and share data securely. This boosts transparency and reduces manual syncing errors.
Let’s explore how Zoho addresses these concerns.
Zoho combines all your essential business apps into one cloud system.
It provides a comprehensive CRM, secure mail, accounting, HR automation, and helpdesk software to support different teams. With Zoho, you get centralized control of customer, employee, and support workflows all in one place, making collaboration easier across your company.
Plus, Zoho’s scalable platform is backed by strong security protocols and runs on its own global data centers. You also benefit from their ongoing feature updates that keep improving productivity and compliance. This integration also means fewer tools to manage and lower costs without losing functionality.
Your team gains autonomous software control while keeping everything connected and controlled.
If you’re also looking into advanced security measures, my article on quantum computing in document management covers the latest advancements.
Key features:
- Unified cloud software suite: Integrates CRM, mail, accounting, HR, and helpdesk tools improving collaborative workflows and efficiency.
- Centralized business management platform: Breaks departmental silos by enabling data sharing and access across teams securely on one platform.
- Scalability and security: Runs on proprietary data centers with continuous updates ensuring compliance, data privacy, and ease of management.
Verdict: With its all-in-one, secure cloud suite that unites multiple essential business processes, Zoho stands out among the best PaperPort alternatives. It simplifies migration, boosts team collaboration, and enhances operational control to meet your company’s growth needs.
6. Box
Looking for better collaboration and security?
Box helps by providing enterprise-grade security and compliance alongside real-time content access, sharing, and co-creation features that keep your data safe and connected.
IT directors often feel stuck with outdated UIs that slow teamwork and increase risks. Box addresses this with AI-driven security that detects threats and enforces compliance automatically, protecting your content while allowing flexible collaboration across teams. This reduces manual oversight and audit concerns significantly.
Here’s how smarter content management works.
Box provides a secure platform designed to solve your migration headaches and improve productivity. It integrates smoothly with Microsoft 365 and other apps so your workflows stay intact.
With intelligent content management and AI-powered workflows, you can automate approvals, extract key data from documents, and create AI-powered content hubs that deliver instant insights at scale. This helps your team cut busy work and focus on core tasks.
Plus, Box simplifies document signing with e-signature features built right into your content environment. Unlimited signatures, automated tracking, and reminders eliminate the back-and-forth of traditional signing processes. Combined with customizable AI agents, your team can handle contracts, onboarding, and other workflows more easily.
All these capabilities come wrapped in one cloud platform that supports over 1,500 app integrations, backed by strong security standards for GDPR, HIPAA, and more.
Get the efficiency and control your team needs.
Key features:
Enterprise-grade security and compliance: AI-driven threat detection and granular access controls protect sensitive data and reduce manual compliance tasks.
AI-powered automation and workflows: Intelligent agents handle approvals and extract data, helping your team save time and reduce errors in daily processes.
Built-in e-signature capabilities: Sign, track, and automate document approvals inside your content ecosystem with unlimited free e-signatures.
Verdict:
Box stands out among the best PaperPort alternatives by combining robust collaboration, intelligent automation, and stringent security in one platform. Its AI-driven tools and seamless integrations ease migration pain while boosting team productivity and compliance confidence.
7. Dropbox
Looking for better teamwork and file control?
Dropbox offers cloud storage with advanced search and permissions to tackle your team’s need for centralized, secure file management and easy access.
Many teams struggle with scattered files and unclear access rights, but Dropbox’s AI-powered search and universal controls make it simple to find and protect content, ensuring your work stays secure and organized. This means you can rely on efficient collaboration without security worries.
Let’s explore how Dropbox supports your work.
Dropbox helps your team store, share, and sync files across devices, making it easier to collaborate in real time.
With features like smart organization, natural language search, and seamless integrations, Dropbox keeps everything easy to locate and manage. You can also send large files or videos quickly, speeding up workflows for busy professionals.
Another key capability is Dropbox Dash, which boosts productivity by helping you find, organize, and protect content using AI and connected apps. Together with secure sharing links and robust version history, your team stays connected, productive, and compliant with industry security standards including encryption and tamper-proof document handling.
All these features create a smooth transition from older tools while boosting your team’s productivity.
Key features:
Centralized cloud storage with AI search lets your team quickly locate files while securing sensitive data with universal access controls.
Real-time syncing and secure sharing links keep collaboration flowing smoothly, even with large file transfers or long videos.
Dropbox Dash enhances organization and protection, bringing AI capabilities across apps to support productivity and compliance efforts.
Verdict:
Dropbox combines secure cloud storage, AI-powered search, and extensive collaboration tools to reduce workflow friction. Its strong version control and permissions make it one of the best PaperPort alternatives that IT teams can trust for smooth migration and better teamwork.
8. Adobe
Looking for better teamwork and document control?
Adobe offers a suite of creative and productivity apps designed to help your team work faster and more efficiently. With precise editing, instant adjustments, and easy content creation, it tackles common productivity roadblocks.
If you’re struggling with outdated tools that slow collaboration, Adobe’s tools provide powerful editing and creative features for streamlined workflows. This means your team can focus on producing great work without technical hiccups or unnecessary delays.
Here’s how Adobe helps you move forward.
Adobe combines over 20 apps and AI-powered tools that boost creativity and productivity in one platform.
You can rely on Photoshop for precision editing, Adobe Express for quick design work, and generative AI tools to speed up your creative process, supporting your team’s daily tasks. These capabilities help reduce manual work while enhancing output quality, perfect for teams needing consistent and fast content production.
Additionally, Adobe ensures your content stays on-brand with one-click animations and easy social clips, improving your team’s collaboration and communication. The platform’s wide app range supports various workflows and helps your team stay aligned across creative projects.
Get your team empowered with tools that drive both creativity and teamwork.
If you’re also looking into document management solutions beyond proprietary software, my article on best open-source document management tools covers excellent alternatives.
Key features:
- Extensive app collection: Over 20 integrated apps and generative AI tools speed up creative and collaborative workflows for diverse team needs.
- Advanced editing power: Photoshop offers precision selections and instant color adjustments to improve quality without slowing your process.
- Easy content creation: Adobe Express enables quick design, one-click animations, and effortless social clips that keep your brand consistent.
Verdict: Adobe stands out among the best PaperPort alternatives by bundling creative power with productivity tools designed for teamwork, flexibility, and quality output—meeting your needs for better collaboration and minimal disruption.
10. ABBYY
Looking for smarter document management options?
ABBYY’s AI-driven document processing tackles slow manual workflows and poor document collaboration with intelligent automation and process insights.
By combining automated data extraction with advanced process mining, it offers accurate document capture that accelerates business operations, eliminating errors and delays that often derail team productivity.
Let’s explore how this technology boosts your document handling.
ABBYY simplifies your workflow by automatically capturing and organizing documents from any source, extracting critical data quickly, and validating it with high precision.
Its low-code platform offers ready-to-use AI models for data extraction and validation, so your team can implement automation without complex coding hassles.
This streamlines invoice processing, onboarding, and other document-heavy tasks, freeing your team to focus on higher-value work.
Another highlight is the process intelligence platform that provides detailed insights through process discovery, analysis, and simulation, helping you identify bottlenecks and predict issues before they arise.
Combined with extensive language and format support, these tools ensure consistent performance across multiple document types and compliance with security requirements.
All these features connect to creating a central, automated document ecosystem that improves collaboration and audit readiness.
You’ll find ABBYY a powerful option for your migration needs.
Key features:
Intelligent document input and classification: Automatically capture, sort, and organize documents from diverse sources, reducing manual effort and errors in data entry.
Low-code AI-powered data extraction: Pre-trained AI delivers over 90% accuracy out of the box, handling invoices, identity documents, and more with minimal setup.
Comprehensive process intelligence platform: Enables discovery, monitoring, and simulation of workflows to optimize operations and support informed decision-making.
Verdict: ABBYY stands out among the best PaperPort alternatives by addressing migration risks with proven AI-driven document processing, robust data extraction, and process intelligence that enhances collaboration, compliance, and efficiency for mid-sized companies.
11. Laserfiche
Looking for a better way to manage your documents?
Laserfiche offers intelligent data capture and powerful document management that tackles collaboration and compliance issues head-on. Its AI-driven platform centralizes content and automates processes to fit your team’s workflow.
Dealing with scattered files and manual tasks slows your team down. Laserfiche’s ability to automate processes and maintain thorough audit trails helps create a secure, organized backbone for your documents and records. This automation supports compliance needs while reducing bottlenecks and errors in your operations.
Here’s how Laserfiche can help.
It simplifies migration and modernizes document control by combining AI with automation to streamline your content handling.
With capabilities like low-code process automation and prebuilt solution templates, Laserfiche lets you customize workflows without complex coding, boosting efficiency for various departments like IT, HR, and finance. This means your team spends less time on repetitive tasks and more on strategic work.
Another major benefit is its extensive integrations that link your critical apps, so you access all important files from one place. Plus, Laserfiche’s AI features speed up data capture from handwritten forms to contracts, eliminating manual entry errors and improving accuracy.
Your team can collaborate better with centralized access, while automated workflows and governance tools ensure security and audit readiness.
Get organized, stay compliant, and free up your team’s time.
Key features:
- AI-powered document capture and processing: Quickly extract and organize data from invoices, contracts, and handwritten forms to reduce manual workloads and speed up workflows.
- Low-code automation and solution templates: Customize process automation easily to improve productivity across departments without needing extensive IT support or coding skills.
- Robust integrations for unified access: Connect hundreds of critical applications, so your team can find documents quickly without toggling between platforms, minimizing disruption during migration.
Verdict:
Laserfiche stands out as one of the best PaperPort alternatives by combining AI-driven data capture, flexible low-code automation, and deep integrations to modernize document management while maintaining security and audit readiness. Its proven success with clients like DHL and recognition as a Gartner leader reinforce its ability to ease migration pains and improve teamwork.
Conclusion
Ready to finally upgrade your document system?
Choosing the right replacement is overwhelming. You need a smooth migration without disrupting your team’s workflows or losing any critical data.
This isn’t just about a new interface. Research from Baker and McKenzie shows that 77% of businesses view document management as critical for improving efficiency and profits. The right tool directly impacts your bottom line.
So, what’s the best choice for you?
From my extensive review, FileCenter offers the smoothest migration path. Its familiar interface simplifies user adoption, a huge win for any IT director.
Its reusable folder templates ensure consistent organization from day one, which is why I consider it one of the best PaperPort alternatives. This feature drastically cuts down on migration chaos.
While evaluating document management tools, understanding how to leverage explainable AI can further boost your compliance and efficiency.
I highly recommend you start a free trial of FileCenter. See for yourself how easily your team can adapt to the new system.
Your team’s productivity will thank you.
