Document Management Software Development Services
SysGears provides DMS software development and consulting services, helping small, midsize, and large businesses streamline document management through workflow automation, improved accessibility, and full compliance with current industry standards. We can build a tailored DMS solution from scratch or modernize existing software, enhancing data security, minimizing siloes, and reducing manual effort. Partner with SysGears to help your team accomplish more tasks at no extra cost.
Document management software, also known as a document management system (DMS), is a digital solution that helps businesses organize, store, and share electronic files in a secure, cloud-based environment. A custom DMS supports processes such as document capture, indexing, routing, and distribution, ensuring no files are lost or fall into the wrong hands.
SysGears is a top-rated software development company that has been developing tailored solutions for businesses since 2010. Whether you need contract management software for a legal department or employee file management software, SysGears will build a secure solution tailored to your corporate needs.
Explore Our Document Management Software Development Services
Our expert development team will help you deliver a convenient document management solution that automates repetitive workflows, strengthens collaboration, and ensures data confidentiality.
Seeking to develop a custom document management solution, but unsure where to start? Our expert consultants will validate your idea, elicit requirements, and prepare a clear development plan, ensuring the software’s technical feasibility, business relevance, and market fit. SysGears will consult you on any DMS software development aspect and assemble an expert engineering team tailored to your project needs.
If you are looking for a reliable software development partner for full-cycle DMS software development, opt for SysGears — an top-rated software engineering company with over 15 years of experience. Our cross-functional team will cover all lifecycle stages, from business analysis through UI/UX design, implementation, testing, deployment, and maintenance. We will deliver a secure, efficient document management solution fully customized to your business requirements and industry regulations.
Need a document management solution that provides seamless access to necessary files regardless of your location? SysGears leverages the largest cloud services, including AWS, GCP, and Azure, to develop tailored cloud-native applications for safe document storage and flexible collaboration. Managing your documents in a secure cloud environment keeps your entire team connected. Regular updates from cloud providers and our development team ensure your data remains fully protected.
Does your DMS work slowly, get expensive to maintain, and fail to meet your growing business needs? SysGears can modernize your existing solution through reengineering, code refactoring, cloud migration, and UI/UX redesign. We can also upgrade your application with new functionality, integrations, and security features, making it more versatile, useful, and compliant with current data regulations. Our team introduces changes gradually, avoiding long downtime and minimizing disruption to your business operations.
DMS Software Integration
While off-the-shelf document control software can be incompatible with certain third-party systems, we design our custom solutions to be integrated with a wide range of external services and internal customer software. We can connect your documentation app to your ERP, HRM, and CM systems, enabling seamless data exchange and maximizing your software potential.
Document Management Software Maintenance
SysGears does not leave your project after launch — we can maintain your software’s operation during its entire lifespan. Our team will continuously update your DMS, fixing vulnerabilities and maintaining its seamless performance. We can gradually upgrade your software with new features and integrations, ensuring it remains relevant to your business as long as you need it.
Discover Document Management Software Solutions We Develop
Documentation Automation Software
Streamline creation, management, distribution, and storage of strictly formalized documents with the help of dynamic templates, built-in OCR tools, intelligent search, and role-based access control. SysGears delivers multi-purpose document automation solutions that reduce paperwork, minimize errors, and free up your time for more valuable tasks, such as client engagement and strategizing.
Workflow Management Software
Handle the entire document lifecycle — from drafting through review, approval, use, and archiving — in a single convenient application. SysGears builds smart document workflow management software with multiple collaboration capabilities, including commenting, version control, e-signatures, and centralized file access.
Electronic Records Management System (ERM)
Keep track of your company’s records, both digital and physical, regardless of their volume and complexity. The seasoned engineering team from SysGears can create a custom ERM system that ensures compliant record management through efficient access controls, reliable APIs for integration with other business systems, and advanced security features like strong data encryption and access logging.
Legal Document Management Software
Securely store, share, and manage your legal files from anywhere, anytime with a cloud-based solution built based on your specific requirements. We develop document management systems for law firms, healthcare institutions, and other organizations, helping them streamline collaboration, reduce admin hours, and protect clients’ sensitive data.
HR Document Management Software
Provide your HR team with quick and easy access to policies, contracts, CVs, performance reviews, and other employee files. A custom HR electronic filing system will give you better control over sensitive staff documentation, preventing non-compliant document storage, data loss, and unauthorized access.
Construction Document Management Software
Create a single source of truth for your construction project by managing contracts, plans, designs, specifications, and schedules within a secure and user-friendly software solution. SysGears can add workflows like permission levels, e-signatures, audit trails, and more to reinforce document security, simplify search, and improve team productivity.
Practice Management System Software
Automate appointment scheduling, patient registration, billing, and eligibility checks using reliable PMS software designed specifically for your healthcare institution. Our engineers combine user-friendly interfaces, a robust feature set, and advanced security measures to make your software convenient, HIPAA-compliant, and relevant to your business.
Personal Record Management Software
Provide your patients with a secure PHR solution to simplify access to their medical history, lab results, prescriptions, hospital visit data, and more. SysGears can develop both web and mobile PHR applications, equipped with robust data encryption and multifactor authentication to prevent unauthorized access and ensure reliable data protection.
AI-Powered DMS Software Development
Make your document management software even more efficient by integrating AI tools to automate workflows and accelerate decision-making. Our AI development team leverages the latest LLMs to empower your DMS with features like automated document capture, sorting and tagging, content summarization, automated translation, intelligent search, and more.
Equip Your DMS With Features Tailored To Your Needs
SysGears implements a whole range of features for document creation, management, searching, and storage to maximize the potential of your software. We utilize the latest software development tools, including JavaScript and Scala stacks, to ensure the highest product quality, shorter release cycles, and easier maintenance.
Mitigate the risk of unauthorized access to your sensitive data by introducing layered security measures like MFA, which involves a combination of two or more credentials for login.
Access Management
Empower your documentation software with role-based access control (RBAC) to ensure sensitive information is accessible only to assigned users.
Track all document modifications, see who made them, and restore previous versions with version control that improves transparency and enables fixing errors before they become issues.
Record all document activity, including time, action type, and user identity, through automated logging, which is important for maintaining regulatory compliance.
Quickly find and access documents with automated tagging and full-text search, making cataloging simple yet precise.
Document Capture
Scan and upload documents in multiple formats, and convert images to editable text using OCR technology.
Create a secure, custom workspace with sharing, commenting, and real-time editing capabilities, increasing team efficiency and accountability.
Here Is How Custom Document Management Software Empowers Your Workflows
Simplify access to critical documentation and enable collaborative editing in real time. With task assignment, commenting, and change tracking capabilities, your documentation software will become an invaluable tool for keeping everybody on the same page.
Leverage the latest data to make the right and timely decisions wherever you are. The convenient documentation software ensures all the necessary files are stored in one place and always at your fingertips.
Strengthen Security
Store your documentation in a secure cloud environment. The robust cloud-native solution for document management eliminates vulnerabilities of physical document storage and simplifies disaster recovery.
Prepare your company for compliance audits through transparent document management. Implementing the latter becomes much easier with custom software enhanced by version control, audit trails, and e-signature features that ensure traceability and enable clear reporting.
Automate repetitive workflows to reduce manual effort, save time, and minimize the risk of human errors. The bespoke DMS helps identify duplicate files, tag and classify documents properly, and configure access to files correctly.
Optimize Costs
Reduce manual admin hours and free up your storage space by migrating your paperwork to the cloud. With a high-quality DMS in your arsenal, you can handle your document management processes faster, improve staff productivity, and thus cut operating costs.
Optimize your documentation workflows with high-quality custom software. Partner with SysGears to make the delivery efficient, fast, and tailored to your business needs!
Our Agile Process For Seamless Document Management Software Development
Here are the main stages we take during full-cycle document management software development.
Intro Call
Our cooperation begins with a discovery call, where we learn your essential project details, preliminary goals, and expectations. If our offering aligns with your needs, we will sign a Service Agreement and an NDA to get started immediately.
Discovery Phase
Our business analysts accompany the project from start to finish. We thoroughly review your documentation workflows, conduct comprehensive market research, and analyze competitors to identify risks and opportunities that help you stand out. The result is an actionable development strategy and a product concept design that brings the most value to end users.
Assembling a Team
Depending on your project type, budget, and expected delivery timeline, we gather a team of experienced tech professionals with appropriate skill sets. It typically includes UI/UX designers, developers, and QA specialists, supervised by an experienced project manager.
UI/UX Design
Our designers create user-centric interfaces and intuitive UX, ensuring each interaction guides users towards their goals. We conduct data-based research into your TA needs and the context of use to anticipate user errors and maximize the value behind the design. We validate our decisions via prototypes to gather feedback and introduce improvements.
Development and Testing
Our engineers develop your document management software iteratively, delivering the most essential features first. Our QA specialists accompany the entire development lifecycle, verifying that your DMS works as expected — performs optimally, meets user needs, and properly interacts with intended third-party services.
Deployment and Post-Launch Maintenance
As soon as the iteration is complete, we safely deploy your software to the most appropriate environment. However, the development does not stop once the application goes live: we can add new functionality, introduce updates, and scale it to meet your ever-growing business needs.
Success Stories
NAVBB: Business Process Automation Software
Animal Care
BI
NAVBB: A Document Workflow Automation Platform
Background: The largest American animal blood bank turned to SysGears to develop a software solution for accurate data tracking, as the company was expanding its services.
Challenge: The client considered their existing file-tracking system inefficient because it required a lot of manual work, leading to errors and slower service delivery.
Our solutions: Our team digitized the manual document flow so that every employee could access the necessary information from a single source. We also implemented an automated scheduling feature that enabled both the blood bank and its clients to set appointments, get notifications, and review information using one source. Our software engineers applied a secure-by-design approach, laying a solid foundation for data privacy, confidentiality, and compliance with industry regulations.
TotalSDS: Documentation Management Software
Background: One of the leading players of the chemical industry sector in the U.S. partnered with SysGears to develop a mobile application for managing compliance documentation during in-field work.
Challenge: Since the client had already had a web application, our task was to expand their software infrastructure with a convenient mobile app for greater flexibility.
Our solutions: We developed a mobile application for iOS and Android devices, providing offline access to necessary documentation and ensuring a satisfying user experience through intuitive navigation and accessible interfaces. Cross-platform development enabled us to create iOS and Android apps with a single codebase, reducing development time and costs. Our QA team tested the app, ensuring it seamlessly integrated with the client’s backend and worked well in all intended environments.
TotalSDS: Documentation Management Software
Chemical
Mobile
Construction Certification Management System
Background: The Australian construction company approached SysGears with the idea to develop a solution for managing employees’ certifications.
Challenge: The client sought to automate manual workflows like data tracking and an appropriate skillset search, ensuring employees’ certifications are up to date to prevent fines and safeguard the company’s reputation.
Our solutions: The solution provided full transparency into certification statuses and allowed employees to request a certification repassing. Moreover, we gamified the user experience with an interactive leaderboard, featuring active and expired certifications. The system effectively tracked and managed over 500 individual training records, improving control over training completion and reducing administrative overhead.
Active Link: Data Management System For Ground Disturbance Field
Background: SysGears took part in developing a comprehensive solution for automated documentation management, convenient team communication, and efficient tracking of ground disturbance activities.
Challenge: As the project was expanding, the client aimed to align their development strategy with their current business objectives and industry needs.
Our solutions: Our BA shaped the product vision, determined SMART business objectives, and identified the product KPIs. We implemented functionality for creating, importing, replicating, exporting, and accessing project-related documents in a few steps. Cloud enablement allowed for safe data storage and version control. Our engineers also created a built-in document exchange system with an emailing function for quick and efficient communication between employees.
B2B
Construction
Client Testimonials
5.0
“Their flexibility stood out when requirements were adjusted or new features were added. Despite these changes, they adapted quickly without significant delays or disruption to the overall timeline. This made it easy to track progress, manage changes, and address any issues in a timely manner.”
Department Head, Buildcorp
5.0
“My experience with them over the past 12 months has been exceptional. I am a start up company with a lot of moving pieces and SysGears has been able to assist me repeatedly in tasks outside our original scope of work.”
Adam Watt
CEO & Founder, Active Link Software
5.0
“The overall team was great, the culture of being helpful and going out of their way to make sure we were taken care of. The team members that were assigned to us and worked with were really amazing, and it felt as if they were part of our team.”
Sohrab Tellaie
Founder, omni.day
5.0
“I couldn’t speak more highly of their conduct, competence, trustworthiness, and reliability.”
Adam Wood
Founder & CEO, CertifiedBy.com
Extensive Cross-Industry Experience
SysGears is an industry-recognized software development company with over 15 years of experience and more than 350 satisfied clients in our portfolio. To date, we have delivered document management software solutions for multiple domains, including construction, chemical manufacturing, and veterinary medicine. Our multidisciplinary background, combined with technical excellence and strong business acumen, allows us to find non-trivial solutions to the most challenging tasks.
Quality-First Approach
SysGears focuses on creating a secure, extensible, and maintainable architecture design, making further application expansion hassle-free for any development team. Our engineers take into account the desired scalability and availability early in the lifecycle, preparing your software for handling growing user loads and thus reducing long-term costs. We utilize the latest software development technologies, including those we developed in-house, to make the delivery faster, more accurate, and cost-efficient.
Strong Business Focus
Your business goals serve as a landmark for every decision we make. Our experts deep dive into your business context to ensure the overall solution concept and every specific feature align with your business aspirations and deliver real value to end users. To make it happen, all our team members undergo a continuous development program aimed at both hard and soft skills training, with a particular focus on nurturing a sense of ownership, active listening, and critical thinking.
Transparent Cooperation Processes
We work under a time-and-materials model, so you pay for the exact amount of time spent on your project completion. Before our cooperation starts, we sign a comprehensive Service Agreement that outlines our responsibilities and terms of service. Since we leverage agile development methodologies, our team establishes regular feedback loops through daily reports, demo sessions, and retrospectives, reinforcing transparency, consistency, and early issue detection.
We have successfully completed over 350 projects, let the next be yours!
Our Technology Stack
Frontend
JavaScript
TypeScript
React
Next.js
React Native
Expo
Backend
JavaScript
TypeScript
Node.js
Express
NestJS
Pyton
Scala
Apollo
Play
Akka
ZIO
Cats
Spark
FastAPI
Pandas
Databases and State Management
MySQL
PostgreSQL
MongoDB
DynamoDB
Firebase FireStore
Firebase Realtime Database
Redis
Supabase
Testing Tools
Jest
React Testing Library
Cypress
Enzyme
Mocha
Chai
Puppeteer
Cloud / Infrastructure
AWS
GCP
Azure
Apache Mesos
DC/OS
Databricks
Docker
UI frameworks
Material UI
Tailwind CSS
Ant Design
NativeBase
Tamagui
AI / ML
OpenAI APIs
Google VertexAI
Whisper engine (CUDA)
Big Data
Scala
Python
Apache Spark
Kafka
ELK
Pandas
Industries We Serve
Choose A Collaboration Model That Suits You Best
If you seek to focus on your other core business activities, entrust end-to-end document software development to a reliable engineering team like SysGears. Guided by an experienced project manager, our cross-functional team of tech and business experts will take care of the entire software development lifecycle, ensuring superior software quality and full alignment with your business goals.
If you already have an in-house development team but lack specialists to cover a certain project stage, we can assemble a dedicated team — either cross-functional or focused on a specific workstream (e.g., UI/UX design, business analysis, or backend development). Our specialists start fast, quickly integrate into your project, and collaborate with you as long as you need it.
If you need to close a skill gap in your internal team or require extra hands to balance workloads during peak periods, opt for our staff augmentation services. Our team comprises over 100 highly qualified software development experts with extensive experience working in distributed teams and across multiple industries. Our specialists seamlessly adapt to your work environment, ensuring excellent culture fit and full ownership of activities assigned to them.
FAQ
What is document management software?
Document management software, also known as DMS, is specialized software for storing, managing, and sharing files — images or texts — in an electronic format. A typical file management software streamlines diverse document workflows, such as editing, commenting, and version control, as well as provides a secure environment for file storage. SysGears can develop a secure, custom DMS tailored to your specific business needs and compliance requirements, enhancing team productivity, reinforcing data privacy, and reducing overall operating costs.
What are the benefits of a document management system?
A document management system helps businesses streamline various document workflows, ensure secure file storage, provide centralized access to necessary documentation, and improve team collaboration. The strategic benefits include lower error rates, simplified compliance management, reduced legal risks, and improved productivity. Guided by a quality-first mindset, software development best practices, and a deep understanding of your business needs, SysGears will deliver a reliable DMS customized to solve your specific document management tasks.
What industries benefit most from adopting document management software?
Document management software is especially useful for law firms (case management, client files access and storage, contract management), construction companies (project documentation, contracts, certifications, schedules, invoices), and healthcare institutions (patients’ medical records, operational documents, financial documents, claim forms). Generally, though, document automation solutions can help companies across diverse industries optimize their processes and save time, whether they are manufacturing businesses, educational institutions, transportation companies, governmental organizations, or NGOs. We can deliver a bespoke DMS tailored specifically to your needs or a DMS SaaS that opens new revenue streams.
Can you develop a mobile application for document management?
Yes, we can develop a user-friendly mobile application for automating various document workflows. We use cross-platform development technologies like React Native — a win-win option in terms of both audience reach and development speed. A single codebase powers both iOS and Android apps, making them instantly available for all your employees regardless of their device type. With a consistent, maintainable architecture, clean code, user-centric design, and advanced security measures, our applications are both reliable and easy to use, accelerating learning curves and standing the test of time.
How do you ensure the security of my document management software?
Our engineers ensure your data is safeguarded from unauthorized access through robust data encryption, multifactor authentication, and granular access control. We can also implement security-centered UX design, enabling you to safely use your software in public. Our team keeps your software updated, minimizing vulnerabilities that can potentially affect its operation.
Do you provide maintenance services post-deployment?
Yes, our team provides post-launch maintenance services, addressing any arising performance issues, targeting newly discovered vulnerabilities, and providing regular software updates. We can also upgrade your software with new features and scale it to accommodate growing user loads. Modular architecture design makes these processes quick and cost-efficient.
How long does it take to develop a custom document management software solution?
Multiple factors influence the development timeline, including overall software complexity, design requirements, the number of integrations, scalability needs, and more. Discussing your project needs is the best way to clarify the picture. Let’s connect today!
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