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Digital Products And SoftwareTop 10 Best Document Management Systems Software of 2026
Discover the top 10 document management systems software for efficient organization and workflow. Find your best fit – explore now.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Google Drive
Shared Drives with centralized ownership and permission inheritance
Built for teams needing collaborative document storage, search, and governance.
Dropbox Business
Version history with easy restore for files, folders, and prior states
Built for teams needing simple secure document storage and collaboration without heavy workflow complexity.
Box
Box Governance and Compliance with retention, eDiscovery, and audit-ready controls
Built for mid-size and enterprise teams needing governed cloud document collaboration.
Comparison Table
This comparison table evaluates document management systems such as Google Drive, Dropbox Business, Box, DocuWare, and M-Files across core capabilities like file storage, access controls, and search. It also highlights differences in workflow and automation features, deployment options, integrations, and administrative tools so readers can map requirements to the best fit.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Google Drive Google Drive manages document storage with granular sharing, version history, and search across files for teams and organizations. | cloud storage | 8.7/10 | 8.8/10 | 9.0/10 | 8.2/10 |
| 2 | Dropbox Business Dropbox Business centralizes file storage with permissions, sharing controls, and version history for organizations that manage document access. | business cloud | 8.2/10 | 8.5/10 | 8.8/10 | 7.1/10 |
| 3 | Box Box delivers cloud content management with document workflows, permissions, and audit trails for enterprise teams. | content management | 8.1/10 | 8.5/10 | 7.8/10 | 7.7/10 |
| 4 | DocuWare DocuWare captures, organizes, and automates document workflows with indexing, full-text search, and retention management. | workflow DMS | 8.2/10 | 8.6/10 | 7.8/10 | 8.0/10 |
| 5 | M-Files M-Files manages documents using metadata-driven organization, governed access, and workflow automation for business records. | metadata-driven | 8.1/10 | 8.6/10 | 7.8/10 | 7.7/10 |
| 6 | OpenText Content Suite OpenText Content Suite provides content management and document processing capabilities with workflow, security, and governance. | enterprise ECM | 8.0/10 | 8.4/10 | 7.3/10 | 8.0/10 |
| 7 | iManage iManage organizes legal document repositories with matter-based structure, secure access, and versioned collaboration. | legal DMS | 8.0/10 | 8.9/10 | 7.4/10 | 7.5/10 |
| 8 | Alfresco Alfresco Content Services manages documents with workflow automation, versioning, and access controls in an enterprise repository. | open enterprise | 8.0/10 | 8.3/10 | 7.6/10 | 8.0/10 |
| 9 | Laserfiche Laserfiche provides document imaging and records management with indexing, search, and workflow automation for organizations. | records management | 8.1/10 | 8.7/10 | 7.6/10 | 7.7/10 |
| 10 | ELO Digital Office ELO Digital Office manages business documents with repository storage, version control, and automated workflows. | enterprise document | 7.1/10 | 7.6/10 | 6.8/10 | 6.6/10 |
Google Drive manages document storage with granular sharing, version history, and search across files for teams and organizations.
Dropbox Business centralizes file storage with permissions, sharing controls, and version history for organizations that manage document access.
Box delivers cloud content management with document workflows, permissions, and audit trails for enterprise teams.
DocuWare captures, organizes, and automates document workflows with indexing, full-text search, and retention management.
M-Files manages documents using metadata-driven organization, governed access, and workflow automation for business records.
OpenText Content Suite provides content management and document processing capabilities with workflow, security, and governance.
iManage organizes legal document repositories with matter-based structure, secure access, and versioned collaboration.
Alfresco Content Services manages documents with workflow automation, versioning, and access controls in an enterprise repository.
Laserfiche provides document imaging and records management with indexing, search, and workflow automation for organizations.
ELO Digital Office manages business documents with repository storage, version control, and automated workflows.
Google Drive
cloud storageGoogle Drive manages document storage with granular sharing, version history, and search across files for teams and organizations.
Shared Drives with centralized ownership and permission inheritance
Google Drive stands out with tight integration across Docs, Sheets, Slides, and Google Workspace, so document storage and editing live in one workflow. It supports folder-based organization, shared drives for team ownership, granular sharing controls, and real-time collaboration with version history. Document management is strengthened by strong search across file contents, automated file handling via Drive APIs and add-ons, and retention and governance controls through Workspace features. Admin tooling enables auditing, access restrictions, and eDiscovery-style discovery for regulated document workflows.
Pros
- Real-time co-authoring with per-file version history and restore
- Shared Drives supports team ownership and member-based access
- Powerful search indexes document text and file metadata
- Granular sharing permissions for people, groups, and domains
- Solid mobile and desktop sync for offline viewing
Cons
- Advanced document workflows require external automation or add-ons
- Metadata and custom fields are limited for deep classification
- Permission complexity can grow with many shared folders
- Large libraries can feel slow without careful indexing and naming
Best For
Teams needing collaborative document storage, search, and governance
Dropbox Business
business cloudDropbox Business centralizes file storage with permissions, sharing controls, and version history for organizations that manage document access.
Version history with easy restore for files, folders, and prior states
Dropbox Business stands out for its sync-first document management approach that pairs local folder behavior with centralized administration. Core capabilities include version history, file sharing controls, admin-managed team folders, and searchable content across many file types. It supports collaboration through comments and file requests, plus permissioned links that can be restricted by user and access scope. Audit-style reporting and security controls help manage document access at scale for organizations.
Pros
- Strong version history with restore for deleted or changed files
- Fast cross-device sync keeps teams working from consistent folders
- Granular sharing controls with link permissions and team folder governance
- Admin tools support centralized management of users, groups, and access
Cons
- Advanced document workflows require add-ons and external automation
- Metadata and retention controls are less comprehensive than ECM suites
- Large-scale governance can be harder than dedicated records systems
Best For
Teams needing simple secure document storage and collaboration without heavy workflow complexity
Box
content managementBox delivers cloud content management with document workflows, permissions, and audit trails for enterprise teams.
Box Governance and Compliance with retention, eDiscovery, and audit-ready controls
Box stands out for combining enterprise content management with strong compliance tooling and flexible permissioning. It supports secure document storage, sharing controls, version history, and audit trails for regulated workflows. Box also integrates with Microsoft Office, Google Workspace, and common business systems to streamline capture, approvals, and search across files.
Pros
- Granular permissions and link-based sharing controls reduce accidental exposure
- Robust version history with audit logs for traceable document changes
- Deep integrations for Office editing and enterprise workflows
- Strong eDiscovery and retention tools for compliance-heavy records
Cons
- Admin configuration for security policies can feel complex
- Advanced governance features require careful setup to avoid friction
- Search quality depends on metadata discipline and indexing
- Some workflow automation needs more configuration than simpler DMS
Best For
Mid-size and enterprise teams needing governed cloud document collaboration
DocuWare
workflow DMSDocuWare captures, organizes, and automates document workflows with indexing, full-text search, and retention management.
DocuWare workflow automation with rule-based document routing and task handling
DocuWare stands out for its document-centric workflow automation that connects capture, indexing, and approvals across departments. It combines centralized document storage with rule-based routing, status tracking, and audit-ready retention controls. Strong integration options support business process systems, while configurable security and metadata-based retrieval help teams find documents quickly. The solution can be powerful in complex environments but often requires careful configuration to match governance and workflow needs.
Pros
- Workflow automation links capture, classification, and approvals in one system
- Metadata-driven search improves retrieval across large document repositories
- Retention and security controls support governance and audit requirements
- Extensive integrations connect document processes to line-of-business systems
- Configurable indexing reduces manual data entry for incoming documents
Cons
- Setup and workflow modeling can require significant administrative time
- Usability depends heavily on configuration quality and governance structure
- Complex deployments can feel heavy compared with lighter DMS tools
Best For
Organizations needing governed document workflows with strong search and retention controls
M-Files
metadata-drivenM-Files manages documents using metadata-driven organization, governed access, and workflow automation for business records.
M-Files metadata-driven document organization and search using virtual properties and object types
M-Files stands out for metadata-first document management that drives search, classification, and workflow using the same rule set. It supports configurable workflows, versioning, access controls, and audit trails for governance-heavy teams. The platform also offers integrations for common office tools and enterprise systems so documents stay usable outside the repository.
Pros
- Metadata-driven classification improves search precision and consistency across documents
- Configurable workflows support approvals, handoffs, and policy enforcement without custom code
- Strong governance with version history, retention policies, and audit trails
- Role-based access controls and document lifecycle states reduce risk of misfiling
- Integrations with Microsoft Office and enterprise systems keep documents usable
Cons
- Metadata modeling takes planning and can slow rollout for small teams
- Administration complexity rises with deep workflows, security rules, and templates
- Advanced customization can require specialist skills for reliable operation
Best For
Organizations needing metadata-governed document control with workflow and auditability
OpenText Content Suite
enterprise ECMOpenText Content Suite provides content management and document processing capabilities with workflow, security, and governance.
Content Suite Adaptive Workflows for rule-driven document routing and processing
OpenText Content Suite stands out for enterprise-grade document management integrated with Records Management, workflow, and capture capabilities. It supports secure repositories, metadata-driven organization, and access controls across large document lifecycles. Automation centers on configurable workflows, while integration options connect document handling with business systems and ECM components. The product breadth makes it strong for regulated and cross-department document operations.
Pros
- Robust enterprise ECM foundation with repository, metadata, and security controls
- Strong workflow automation for document routing and approval processes
- Deep records management support for retention and compliance needs
Cons
- Complex configuration can slow initial setup and governance rollouts
- Admin tooling and permissions require careful design to avoid user friction
- Advanced capabilities often depend on integration and specialist implementation
Best For
Large enterprises needing compliant ECM, records retention, and workflow-driven document handling
iManage
legal DMSiManage organizes legal document repositories with matter-based structure, secure access, and versioned collaboration.
Matter-centric document security with audit trails and defensible disposition retention
iManage stands out for enterprise-grade document control built around strict governance, auditability, and role-based access for legal and professional services. Core capabilities include centralized document repositories, advanced search across metadata and content, and workflow routing through configurable templates. The platform also emphasizes compliance controls like retention and defensible disposition to support litigation readiness. Integration support connects document management with email, Office applications, and enterprise systems used for matter and case work.
Pros
- Strong governance with retention controls and defensible disposition workflows
- Powerful enterprise search using metadata, permissions, and content indexing
- Configurable workflow routing for matter-centric document processes
- Granular role-based access controls and activity audit trails
- Integrates with email and Microsoft Office for consistent document capture
Cons
- Administration requires specialized configuration for taxonomy and permissions
- User experience can feel complex due to extensive governance settings
- Customization and onboarding effort can be heavy for smaller teams
- Advanced controls increase dependence on disciplined metadata capture
- Performance and usability can vary with repository design and indexing choices
Best For
Legal and professional services firms needing governed document workflows at scale
Alfresco
open enterpriseAlfresco Content Services manages documents with workflow automation, versioning, and access controls in an enterprise repository.
Digital workflow automation with content-aware routing and approval processes
Alfresco stands out for combining enterprise content management with document management, workflow, and governance features in one system. It supports fine-grained security, metadata-driven organization, and versioned document storage for regulated collaboration. Built-in workflow tooling lets teams route approvals and automate processes around content events. Integration options for ECM use cases make it stronger than simple file repositories, especially when document lifecycle control matters.
Pros
- Advanced permissions and document versioning support regulated governance
- Metadata and search enable fast retrieval across large document sets
- Workflow automation connects content events to approval processes
- Enterprise integrations fit ECM environments with existing systems
- Audit-friendly controls support compliance workflows
Cons
- Administration can be complex for teams without ECM specialists
- User experience feels heavier than simpler DMS tools
- Workflow building requires process modeling discipline
- Customization often increases maintenance overhead
Best For
Enterprises needing governed document workflows, metadata search, and strong permissioning
Laserfiche
records managementLaserfiche provides document imaging and records management with indexing, search, and workflow automation for organizations.
Visual workflow automation that routes documents through approvals and tasks
Laserfiche stands out with strong enterprise-grade capture, indexing, and workflow capabilities built around document-centric automation. The platform centralizes files in a secure repository and supports visual workflow design to route approvals, tasks, and remediations. Search and retrieval rely on OCR and indexing so scanned documents become navigable business records rather than image-only files. Integration options connect repository content to external systems and downstream processes.
Pros
- Powerful OCR and indexing make scanned documents searchable and reusable
- Configurable workflow automates approvals, routing, and task management
- Granular permissions support secure access to records and workflows
- Robust audit trails support compliance-minded document governance
- Scalable repository design supports large volumes of content
Cons
- Advanced configuration and admin setup take time to master
- Complex workflows can require careful mapping of document metadata
- User interface complexity increases for nontechnical business users
- Some integrations depend on implementation work for best results
Best For
Mid-market and enterprise teams standardizing document workflows and governance
ELO Digital Office
enterprise documentELO Digital Office manages business documents with repository storage, version control, and automated workflows.
ELO Workflow connects document states to process steps for automated circulation
ELO Digital Office focuses on document-centric automation with a centralized repository and workflow orchestration. Core capabilities include metadata-driven document management, versioning, permissions, and event-based process workflows. Strong search and indexing support faster retrieval across large document sets. Integration via connectors and APIs supports linking ELO to business systems and document sources.
Pros
- Metadata-driven document organization supports scalable retrieval
- Workflow automation ties document states to business processes
- Granular access control aligns documents with organizational roles
- Robust search improves finding documents across large repositories
Cons
- Configuration and workflow setup can feel complex for new teams
- Advanced capabilities can require dedicated administration to stay consistent
- Usability depends on careful taxonomy design and metadata standards
Best For
Enterprises standardizing document workflows with metadata and controlled access
Conclusion
After evaluating 10 digital products and software, Google Drive stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Document Management Systems Software
This buyer’s guide explains how to evaluate Document Management Systems Software using concrete capabilities from Google Drive, Dropbox Business, Box, DocuWare, M-Files, OpenText Content Suite, iManage, Alfresco, Laserfiche, and ELO Digital Office. It covers key features like governance, version history, workflow automation, and metadata-driven search. It also highlights common setup and governance mistakes that can slow deployments across enterprise document platforms.
What Is Document Management Systems Software?
Document Management Systems Software centralizes document storage, access control, versioning, and search so teams can find the right file and track changes over time. It solves problems like scattered files, inconsistent naming, risky sharing, and missing audit trails for regulated or legal processes. Platforms such as Google Drive and Dropbox Business focus on managed collaborative storage with version history and searchable content. Enterprise systems like Box and OpenText Content Suite extend document management with retention, eDiscovery, and workflow-driven governance.
Key Features to Look For
The right combination of features determines whether document retrieval, compliance, and workflow routing stay reliable as repositories and users scale.
Governed ownership and permission inheritance
Shared Drives in Google Drive centralize team ownership and permission inheritance, which reduces the risk of scattered access rules. Box also emphasizes granular permissioning and link-based sharing controls to prevent accidental exposure in governed environments.
Version history with restore for changed and deleted files
Dropbox Business is built around version history with easy restore for files, folders, and prior states. Google Drive provides per-file version history with restore, and iManage adds defensible disposition retention workflows that depend on controlled document evolution.
Search across content plus metadata
Google Drive powers search that indexes document text and file metadata so teams can locate documents by both content and context. iManage delivers enterprise search across metadata and content indexing, while M-Files improves search precision by driving classification from metadata rules.
Metadata-driven classification and retrieval
M-Files uses metadata-first organization with virtual properties and object types so retrieval stays consistent across document types. Alfresco and OpenText Content Suite also use metadata-driven organization and access controls for fast retrieval across governed lifecycles.
Rule-based workflow automation and task routing
DocuWare connects capture, indexing, and approvals using rule-based routing with status tracking and audit-ready retention controls. Laserfiche adds visual workflow automation that routes documents through approvals and task handling, and Alfresco supports content event-driven approval routing.
Retention, defensible disposition, and audit trails
Box Governance provides retention, eDiscovery, and audit-ready controls for compliance-heavy records. iManage focuses on retention controls and defensible disposition workflows designed for litigation readiness, while OpenText Content Suite adds records management capabilities for retention and compliance.
How to Choose the Right Document Management Systems Software
A practical selection approach matches repository behavior, governance depth, search requirements, and workflow complexity to the way documents must be handled in daily operations.
Map document handling to collaboration intensity
If collaboration and real-time editing are core needs, Google Drive supports real-time co-authoring with per-file version history and restore. Dropbox Business also supports fast cross-device sync that keeps teams working from consistent folders, which suits document storage and collaboration without heavy workflow engineering.
Decide how permissions will be owned and inherited
For teams that want centralized ownership, Google Drive Shared Drives provide member-based access and permission inheritance. For regulated environments where access must be tightly constrained, Box combines granular permissions with link-based sharing controls and audit trails.
Match search expectations to your metadata maturity
If teams maintain consistent naming and rely on searching by document text, Google Drive performs strong full-content search with indexes across document content and metadata. If teams require consistent classification-driven retrieval, M-Files uses metadata-driven organization with virtual properties and object types, which increases search precision when metadata modeling is planned.
Confirm workflow automation scope before rollout
If documents must move through approvals, capture, indexing, and task handling, DocuWare provides document-centric workflow automation with rule-based routing and configurable indexing. For capture and approval processes that need visual building blocks, Laserfiche routes documents through approvals and tasks using visual workflow automation.
Validate retention, compliance, and defensible disposition needs
For eDiscovery and retention requirements in cloud collaboration, Box Governance includes retention, eDiscovery, and audit-ready controls. For legal matter-centric retention and defensible disposition readiness, iManage emphasizes retention workflows with audit trails designed around litigation readiness.
Who Needs Document Management Systems Software?
Different Document Management Systems Software tools fit different governance and workflow demands across teams and organizations.
Teams needing collaborative document storage, search, and governance
Google Drive fits teams that require real-time co-authoring, Shared Drives for centralized ownership, and searchable document text and metadata. Dropbox Business also fits this segment when secure collaboration is needed without heavy workflow complexity.
Mid-size and enterprise teams needing governed cloud document collaboration
Box fits teams that need compliance-minded collaboration with Box Governance and Compliance features like retention, eDiscovery, and audit-ready controls. Alfresco also fits enterprises that need governed permissions and digital workflow automation for content-aware approvals.
Organizations needing governed document workflows with strong search and retention controls
DocuWare fits organizations that must connect capture, indexing, and approvals with rule-based document routing and audit-ready retention controls. Laserfiche fits teams that standardize document workflows with visual routing through approvals and task management using OCR and indexing for scanned records.
Legal and professional services firms needing governed document workflows at scale
iManage fits legal and professional services firms that need matter-centric security with audit trails and defensible disposition retention workflows. M-Files fits organizations that want metadata-governed document control using virtual properties, object types, and configurable workflows for approvals and policy enforcement.
Common Mistakes to Avoid
Document management deployments often fail when governance design, metadata discipline, or workflow configuration is treated as an afterthought.
Underestimating governance configuration effort
Box and OpenText Content Suite require careful admin configuration for security policies and governance rollouts, which can create user friction without planning. DocuWare and Alfresco also need governance and process modeling discipline to avoid workflow friction after setup.
Assuming versioning alone replaces workflow and compliance controls
Dropbox Business delivers strong version history with restore, but advanced document workflows often require add-ons and external automation. Box Governance and iManage provide retention, eDiscovery, and defensible disposition capabilities that version history alone cannot satisfy.
Skipping metadata planning for metadata-first systems
M-Files requires planning for metadata modeling, and administration complexity increases with deep workflows, templates, and security rules. Laserfiche workflow mapping depends on careful association of document metadata with OCR-indexed content to keep workflows accurate.
Building complex permission structures without a clear ownership model
Google Drive permission complexity can grow with many shared folders, which can slow administration when roles and inheritance are unclear. iManage also requires specialized configuration for taxonomy and permissions, so poor repository design can impact performance and usability.
How We Selected and Ranked These Tools
We evaluated every tool on three sub-dimensions. Features carried a weight of 0.4. Ease of use carried a weight of 0.3. Value carried a weight of 0.3. The overall rating is calculated as overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. Google Drive separated itself with an especially strong combination of feature coverage and ease of use, led by Shared Drives for centralized ownership and real-time co-authoring with per-file version history.
Frequently Asked Questions About Document Management Systems Software
How do Google Drive, Dropbox Business, and Box differ in day-to-day document collaboration and version control?
Google Drive keeps collaboration inside Docs, Sheets, and Slides with real-time editing and version history tied to Google Workspace permissions. Dropbox Business emphasizes sync-first workflows with version history that supports restoring prior states for files and folders. Box provides governed collaboration with audit trails and enterprise-grade sharing controls alongside version history across Microsoft Office and Google Workspace formats.
Which document management system is best for compliance-heavy records retention and eDiscovery-style discovery?
Box targets regulated workflows with Box Governance and Compliance features that support retention and eDiscovery-style discovery. Google Drive supports governance through Workspace retention and discovery tooling plus admin auditing and access controls. OpenText Content Suite combines records management with workflow and secure repositories for long-lived compliance workflows across large document lifecycles.
What metadata and indexing approach works best when teams need fast search across large scanned collections?
Laserfiche turns scanned documents into searchable records by using OCR plus indexing so image-only content becomes retrievable by business terms. M-Files uses metadata-first organization with virtual properties and object types, which makes search results reflect classification and governance rules. ELO Digital Office pairs indexing with metadata-driven retrieval so documents can be found by properties and by content.
How do DocuWare, Alfresco, and Laserfiche handle automated approvals and routing for document-centric processes?
DocuWare runs rule-based document routing that connects capture, indexing, and approval states with status tracking and audit-ready retention. Alfresco provides built-in workflow tooling that routes approvals around content events and integrates governance and permissioning. Laserfiche uses visual workflow design to move documents through approvals, tasks, and remediations while indexing stays aligned to the repository content.
Which tools provide stronger audit trails and defensible retention for litigation readiness in professional services?
iManage is built for legal and professional services with auditability, retention, and defensible disposition for litigation readiness. Box emphasizes audit-ready controls and governed collaboration through retention and eDiscovery capabilities. OpenText Content Suite adds enterprise records management and workflow orchestration for compliant retention across teams and departments.
What integration patterns matter most when connecting document management to email, Office apps, and business systems?
Box integrates with Microsoft Office, Google Workspace, and common business systems to streamline capture, approvals, and search. iManage connects document repositories with email and Office applications to keep matter and case work aligned with document governance. OpenText Content Suite focuses on connecting document handling to enterprise systems and ECM components through workflow and capture integrations.
How do M-Files and Box differ for teams that want to drive organization and permissions through metadata policies?
M-Files uses a metadata-first model where a single rule set drives classification, search, and workflow with virtual properties and object types. Box supports metadata and governed permissions with Box Governance and Compliance features that enforce retention and auditability for regulated content. Choosing between them depends on whether the organization’s control model is rule-driven metadata classification or enterprise governance controls layered onto collaboration.
Which solutions are strongest for centralized repository control and fine-grained access for large organizations?
Google Drive supports centralized ownership through Shared Drives and permission inheritance plus Workspace admin auditing. Alfresco and OpenText Content Suite provide fine-grained security tied to metadata-driven organization across large document lifecycles. Box and iManage add governed access patterns with audit trails and enterprise-ready permissioning that supports scale across regulated teams.
What common implementation problem should teams plan for when moving from file sharing to a workflow-driven document system?
DocuWare, Alfresco, and Laserfiche often require careful configuration so metadata fields, routing rules, and indexing strategies match how documents move through approvals. M-Files reduces mismatch risk by using a metadata rule set that controls classification and workflow consistently. iManage and Box reduce governance drift by enforcing retention, audit trails, and defensible controls aligned to professional and regulated document handling.
Tools reviewed
Referenced in the comparison table and product reviews above.
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