5 Best Document Version Control Software in 2025
Keeping documents consistent, auditable, and secure is critical for teams collaborating across departments and external partners. Document version control software prevents overwrites, tracks changes, and provides a clear history of who did what and when—so everyone works from the latest, approved version. This guide reviews five leading document version control solutions, from open-source options to enterprise-grade platforms, to help you choose the right fit for your organization.
Quick recap of document version control software
- Papermark: Secure document sharing with version history, granular permissions, virtual data rooms, and page-level analytics
- Microsoft SharePoint: Microsoft 365-native versioning with co-authoring, permissions, and Power Automate workflows
- Box: Cloud-first content management with version history, Box Shield security, and governance features
- Alfresco: Open-source content platform with strong versioning, workflow automation, and flexible deployment
- OpenText Content Suite: Enterprise-grade version control with advanced compliance, records management, and workflows
Comparison table: document version control software
| Feature | Papermark | SharePoint | Box | Alfresco | OpenText |
|---|---|---|---|---|---|
| Version history | ✔ (with audit trail) | ✔ (major/minor) | ✔ | ✔ | ✔ |
| Granular permissions | ✔ (link + folder) | ✔ | ✔ | ✔ | ✔ (advanced) |
| External sharing | ✔ (secure links, VDR) | ✔ | ✔ | Limited | Limited |
| Audit and compliance | ✔ (version audit + watermark) | ✔ (M365 compliance) | ✔ (Shield) | ✔ | ✔ (enterprise) |
| Workflow automation | Limited (API) | ✔ (Power Automate) | ✔ (Box Relay) | ✔ (APS) | ✔ (Process Suite) |
| Self-host option | ✔ | ✔ (Server) | ✘ | ✔ | ✔ |
| Open source | ✔ | ✘ | ✘ | ✔ | ✘ |
| Analytics | ✔ (page-level) | Limited | Limited | Limited | Limited |
| Watermarking | ✔ (dynamic) | ✘ | Limited | ✘ | Limited |
| Data rooms | ✔ | Limited | Limited | ✘ | ✘ |
1. Papermark
Website: papermark.com
Papermark is an open-source document version control and sharing platform built for secure external collaboration. Teams use it to manage document versions, share via secure links, and track page-level engagement. Virtual data rooms, dynamic watermarking, and granular permissions make it ideal for due diligence, client deliverables, and investor reporting—while version history and audit trails keep everyone aligned on the latest file.
Papermark features
- Version history with audit trails and page-level analytics to see who viewed what and when
- Granular permissions, email verification, link expiry, and download controls for external sharing
- Virtual data rooms with dynamic watermarking to deter leakage
- White-label branding, custom domains, and API access for integration with existing workflows
- Self-hosted option for teams requiring data residency or tighter compliance
Papermark pricing
- Pro: $24/month (versioning, analytics, watermarking)
- Business: $59/month (unlimited docs/folders, branding, custom domain)
- Data rooms: $99/month (advanced access controls, unlimited folders)
- Self-hosted: Available for full control and compliance
2. Microsoft SharePoint
Website: microsoft.com/sharepoint
SharePoint delivers document versioning, co-authoring, and permissions natively within Microsoft 365. Teams that already use Microsoft 365 benefit from tight integration with Office apps, Teams, and Power Automate for workflow automation.
SharePoint features
- Major/minor versioning with check-in/check-out and restore points
- Co-authoring in Word, Excel, and PowerPoint with real-time presence
- Permissions tied to Microsoft 365 groups plus link-based sharing
- Power Automate workflows for approvals and notifications
- Retention, eDiscovery, and data loss prevention for compliance
SharePoint limitations
- Can be complex to administer; advanced setups may require specialists
- External sharing and link controls can be challenging to configure securely
- Interface and IA require governance to keep sites organized
SharePoint pricing
- Included with Microsoft 365 Business plans starting at $6/user/month
- Microsoft 365 E3/E5 for advanced compliance and security
- SharePoint Server for on-premises deployments
3. Box
Website: box.com
Box is a cloud-first content platform with version history, file locking, and governance. Box Shield and Governance add security, classification, and retention controls suited for regulated industries.
Box features
- Version history with file locking to prevent conflicts
- Box Shield for threat detection and classification
- Box Relay for simple approval workflows
- Granular permissions and shared links with expiration/passwords
- Wide ecosystem integrations (M365, Google Workspace, Salesforce)
Box limitations
- No self-hosting; cloud-only
- Some advanced security/governance requires higher tiers
- Workflow depth is lighter than dedicated BPM tools
Box pricing
- Starter: $7.50/user/month (up to 10 users)
- Business: $20/user/month
- Business Plus: $33/user/month
- Enterprise: Custom
4. Alfresco
Website: alfresco.com
Alfresco is an open-source content platform offering robust version control, workflow automation, and flexible deployment (cloud or on-prem). Its Process Services engine supports complex approval flows.
Alfresco features
- Version history with check-in/check-out and metadata-driven search
- BPM/workflow via Alfresco Process Services for multi-step approvals
- REST APIs and CMIS support for integrations
- Records management modules for compliance
- Open-source community edition plus commercial support options
Alfresco limitations
- Setup and maintenance can be complex without dedicated admins
- Advanced features often require enterprise licensing
- UI can feel dated versus cloud-native tools
Alfresco pricing
- Community Edition: Free, open source
- Enterprise editions: Contact for pricing (content, process, cloud)
5. OpenText Content Suite
Website: opentext.com
OpenText Content Suite provides enterprise-grade version control with extensive compliance, records management, and scalable workflows for large regulated organizations.
OpenText features
- Comprehensive versioning with audit trails and lifecycle policies
- Advanced workflow via Process Suite for complex, multi-step processes
- Deep records management, retention, and legal hold capabilities
- Integrations with SAP, Oracle, and other enterprise systems
- Scales to millions of documents and thousands of users
OpenText limitations
- Best suited for large enterprises; can be overkill for smaller teams
- Implementation and customization often require specialist services
- Licensing and modules can be costly
OpenText pricing
- Custom enterprise licensing; on-prem, cloud, or hybrid deployments
- Additional modules for records management and compliance
Conclusion: document version control software in 2025
Document version control is essential for preventing conflicts, maintaining audit trails, and enabling secure collaboration. Papermark excels at version history for external sharing with watermarking and analytics; SharePoint fits Microsoft 365-centric teams; Box offers cloud simplicity with governance; Alfresco provides open-source flexibility; and OpenText covers heavy compliance needs. Choose based on your versioning depth, security requirements, deployment model, and workflow complexity.