10 Best File Organization Software for 2024

Most organizations work with a great variety of types of files every day. Of course, the file types you use most will depend on your industry. But the one thing that all businesses have in common is the need for file organization software.

Do you know what file organization software is, and how it can benefit your business? We explain the need for this type of software, and what essential features to look for.

Are you unsure which file organization software solution to choose for your team? Don't worry, we've got you covered, with 10 of the best file organization software options for businesses of all types to consider in 2024.

What Is File Organization Software?

File organization software lets you create, categorize, store, and access digital files on your desktop, laptop, or mobile devices. It's essential to any business's overall file management, from the corporate and tech sectors to the creative industries.

Every business is unique with unique needs. The file types used vary between industries, and even within those industries. But they all enjoy several common benefits when using this type of software.

5 Benefits of File Organization Software for Your Business

File organization software offers businesses several benefits that all work together for smoother workflows.

1. It's a Central Digital Hub

File organization software keeps all your files organized and categorized in one place. It becomes a central digital asset hub, where you can find whatever you need quickly and easily. This saves valuable time when you need a specific file and you're rushing to meet a deadline.

2. Your Admin Processes Are Streamlined

A central hub for all your digital assets streamlines all your admin processes. One of the first benefits you'll notice is how much faster file search and retrieval becomes. This speeds up your day-to-day tasks like file sharing with colleagues and collaborators.

3. Teams Find Collaboration Much Easier

The quicker and simpler processes don't just benefit employees individually, but also collectively. Collaboration becomes easier, with multiple teammates able to work together on files for your creative content, branding projects, or marketing campaigns.

4. Sensitive Files Are More Secure

No matter what type of work you are engaged in, your company will have confidential files. These are files that contain more sensitive data that should not be accessible to just anybody. The right file organization software will keep these files secure so that only authorized users can access them.

5. Important Files Don't Go Missing

No more files are going M.I.A. when you use file organization software. Data loss is the unfortunate side-effect of data breaches and technical glitches. Unfortunately, such incidents are inevitable over time. But data loss doesn't have to be, not when they are backed up regularly to your file organization system.

6 Features to Look for in File Organization Software

These are the top features that you need to look for when choosing file organization software for your company.

1. Ease of Use

Who has the time to sit through lots of complicated software tutorials? We're sure that you won't. So, look for a product with an easy setup and user-friendly interface. When you and your team find the software easy to implement and use, you'll start enjoying the benefits much sooner.

2. Automation/AI Capabilities

Automation has revolutionized the way we work. AI has taken it even further, with its potential for faster yet more precise file tagging and searches. Automated tasks and AI-powered tools reduce the burden on your team. This clever use of technology is how even small businesses can overtake their competitors.

3. Options for Customization

Remember how we said that all businesses are unique? No one's business is exactly like yours. So why settle for a one-size-fits-all approach? Customization features allow you to tailor the software to meet your specific and unique needs.

4. Collaboration Tools

Efficient teamwork and collaboration pave the highway to success. However, that means you need the right collaboration tools. Tools that allow teammates to work together, and do it better. This includes notes that they see in real-time, on work in progress plus comments and annotations on project files.

5. Integrations

Integrations with your most commonly used software applications and platforms mean faster and smoother transitions between workflows.

6. Security

Even if your file organization software of choice has all of the aforementioned features, it's no good if it doesn't offer security. If you want to build and maintain a reputation of trust, you must safeguard client data and confidential company files. Permission settings ensure that only authorized users have access.

10 File Organization Software to Consider in 2024

Here are 10 file organization software options for you to consider in 2024. Some are suited to a specific type of business or niche activity. Others are more comprehensive in their features and their target audience. Whatever your file organization needs are, you're sure to find one just right for you.

1. Razuna

Razuna is more than just file organization software. It's a complete cloud-based digital asset management system, with innovative new features added regularly. Razuna is suitable for all types of digital file storage, organization, and sharing across teams in all types of work settings.

Organize all your documents and media files with custom fields and labels, keywords, descriptions, and metadata. Or rely on the Helpmonks AI algorithm to automatically assign tags to your image files. It's up to you. Collaborating on branding or marketing artwork? There's an image editor included.

A free account is available for up to five users, with 500 GB of storage space. Need more than that? That's not a problem. Select the paid plan. There are no hidden costs or per-user fees, just one price per TB/month, giving unlimited users access to unlimited workspaces, collections, and file sharing.

Top Features

• You can do so much more than just store and organize files. Edit, collaborate, comment on, review, and approve files, all in Razuna. An audit trail means you can track every activity.
• External collaboration is also a breeze. Create one or multiple shared links, each with individual access settings and/or expiry dates.
• HIPAA-compliant cloud servers for secure file sharing in a private cloud. A data center is available specifically for the EU.

Best For

Razuna is the top choice for everyone from solopreneurs, remote workers, and small teams to businesses of all types and sizes. You get a comprehensive digital asset management and file organization system in one package. Discounts are available for qualified non-profits and open-source projects.

2. Box

Box is a cloud-based content management system. It's useful for file organization, storage, and sharing. You can use Box to create, copy, move, and delete files and folders. You can also rename them, or add descriptions to aid in future file searches.

Do you want to create and name file collections, visible only to you, within your Box account? You can do this with the Collections feature. But Box can also be used for collaboration on files, from any of your devices. There are several pricing plans, for individuals as well as teams, businesses, and enterprises.

There's also a custom Enterprise plan and a free plan (with limited storage and features) for individual users.

Top Features

• Cloud-based content management
• File collaboration features, as well as a private Collections feature
• A range of pricing plans

Best For

Box is one of the best file organization options for file collaboration. Its various pricing plans make it suitable for different business sizes and budgets. The free plan, although limited, may suit solopreneurs.

3. Dokmee

Dokmee offers an Enterprise Content Management (ECM) system with a variety of features including data capture and storage, file search and retrieval, and file sharing. It's a flexible and user-friendly system that adapts to a wide variety of work environments.

You can use Dokmee to keep files organized in a central location, work on them remotely, or share them globally. It supports most major cloud services. Thus it is ideal for remote teams and project collaboration.

Top Features

• Store, manage, and share all file types
• Supports most cloud service providers
• Access control and integrated audit log for security of files at all levels

Best For

Dokmee is suitable for businesses of all sizes and across multiple industries including at the Enterprise level. That said, it's not the most affordable option for solopreneurs or small businesses on a very tight budget.

4. Google Drive

Most Google users are familiar with Google Drive. It's Google's cloud-based storage and file-sharing platform, ideal for personal or work use. Google Drive is a part of Google Workspace and therefore integrates with Gmail, Google tools like Docs, Sheets, Slides, and other popular work management tools.

It lets you store, share, and collaborate on your files and folders from various devices: smartphone, tablet, or computer. Google Drive has built-in security measures protecting against malware, spam, and ransomware. Therefore it's suitable for safe and secure remote work and collaboration.

Top Features

• Cloud-based file storage and sharing that integrates with other Google tools
• Works on all your devices, with up to 15 GB of free file storage for Gmail account holders
• Built-in security measures for safer file sharing

Best For

Google Drive is ideal for people who already use Google's range of workplace tools. It's an affordable and user-friendly solution for solopreneurs and small businesses.

5. M-Files

M-Files is a document management platform that lets users automate their file processes from document creation to file management. Its generative AI technology, M-Files Aino, makes organizing, summarizing, and even translating your document files, easy.

M-Files can be used to organize, approve, and manage files, and collaborate on document creation. Document access rules and an audit trail make your file sharing and external collaborations more secure. A variety of industry-specific solutions are available.

Top Features

• Document management with AI-powered features
• Security is assured through user access controls and an audit trail
• A range of industry-specific solutions

Best For

M-Files is ideal for a variety of industries, particularly those looking for file management with AI and automated features.

6. Dropbox

Need a simple yet reliable cloud-based solution for storing and sharing your important files? Dropbox might be the answer. On Dropbox, you can store and manage files with user permissions, password protection, or watermarking, to ensure only authorized users access and edit documents.

Document viewer history provides extra peace of mind and makes monitoring team activity easy. Trackable links show when a shared file is opened and how long users engage with it. You can directly edit your PDFs and save time getting documents ready for send-off with eSignature templates.

Top Features

• File storage, management, and sharing tools are ideal for collaboration
• Safe and secure thanks to security measures like user access, password, and watermark protection
• Useful automated features and eSignature templates

Best For

Dropbox is suitable for solopreneurs and small to medium-sized businesses looking for secure file management and collaboration.

7. OneDrive

OneDrive is the cloud storage service that many Microsoft 365 users will know. It's Microsoft's answer to keeping your files safely stored and managed. If you subscribe to 365 you'll automatically have access to it, but you can also enjoy up to 5 GB of free storage. Security includes data encryption and two-factor verification.

OneDrive integrates with other Microsoft 365 tools like MS Word, Excel, PowerPoint, Microsoft Teams, and the email service, Outlook. These tools are designed to complement each other for comprehensive office admin, document management, and collaboration.

Top Features

• Cloud-based file storage and sharing that integrates with other popular Microsoft Office tools
• Works on all your devices, with up to 5 GB of free storage and much more storage on the paid plans
• OneDrive has apps for Android and iOS mobile devices (smartphone or tablet), and Windows or MacOS desktop users.
• OneDrive is compatible with all Microsoft 365 tools.

Best For

OneDrive is suitable for teams who already use the Microsoft 365 range of tools for their office admin and collaboration. Freelancers and small-to-medium-sized businesses will find it user-friendly and affordable.

8. Zoho

Zoho WorkDrive offers teams a secure document management software product. It streamlines collaborative projects with AI enhancements, data templates, Smart search capabilities, and features like team folders and file annotations.

Users can access WorkDrive files and folders directly from their desktop with TrueSync, while WorkplaceGenie integrates your files with your other desktop apps. Zoho WorkDrive offers free cloud storage for individual use and a variety of price plans billed per user with a minimum of three users.

Top Features

• Files can be stored, managed, and shared with your team. Share your files and folders internally from the My Folders section.
• External file sharing is possible. Create external links with expiration dates and passwords for more secure collaboration.
• Continuity is assured with TrueSync and WorkpaceGenie.

Best For

Zoho WorkDrive is best for large organizations with many team members needing to collaborate on files smoothly and securely.

9. File Juggler

File Juggler is a file organizational tool that lets you create automatic workflows for your files through automated rules. Your files can be moved, deleted, or even renamed instantly to your specifications. The tool reads the contents of your files and then categorizes them for you.

A freelance programmer in Europe created the File Juggler tool. Unlike software created by recognized tech companies, its features are limited.

It can categorize files according to their dates, text, or PDF properties. But it doesn't support Dropbox, Google Drive, or OneDrive directly, and it isn't suited for use on many servers. File Juggler handles files, but not complete folders. It's not that cheap for what you're getting, but there is a 30-day free trial.

Top Features

• Create custom file workflows
• Move, delete, or rename files quickly and easily
• 30-day free trial offered

Best For

File Juggler offers limited features and support, but it may be ideal for solopreneurs or small businesses with more basic file organization needs.

10. FileBot

FileBot is known as "The Ultimate TV and Movie Renamer". That alone should give you a clue as to its suitability for you or your team.

FileBot can rename videos after matching them with online video files, and rename audio files using ID3 tags or AcoustID acoustic fingerprints. The tool allows you to match (and rename) digital media files against online databases or customize your naming scheme to meet your requirements.

FileBot can also download media artwork, allocate subtitles, or write metadata. And you can run FileBot remotely, once you've set up your automated file workflows.

Top Features

• Reorganize files in seconds
• Highly customizable naming scheme
• Rename photos, videos, and music

Best For

FileBot is useful for renaming and categorizing lists of files, particularly media such as video and audio clips. But other than that it is rather limited for business use. Therefore, FileBot is best suited to content creators or others tasked with categorizing multimedia.

Conclusion

File organization software is an integral part of digital file management. It offers benefits like more efficient file categorization, storage, and retrieval. It facilitates easier file searches and transfers for enhanced collaboration. And it keeps files safe and secure.

To get the most out of your file organization software, opt for the software with all the right features. Choose the all-in-one cloud-based system that does it all: Razuna.

Razuna is the file management alternative that delivers the biggest impact. It streamlines your file organization for everything from brand management to content creation and marketing.

Register your free account today to get started!