Document archiving and document management software helps to make your daily office works more efficiently. The organization saves a lot of money by saving paper, reusing important documents, organizing all the files in one place and storing them digitally. Document management software is also called document imaging software and can prevent information loss due to its digital format. Here I present a list of the best document archiving and document management software for users with different business needs.
Document management software is a system to manage, store and retrieve digital documents. Document management systems are an essential part of any organization as they help them store, manage and organize all their documents into one single place. These systems meet the needs of an extensive gamut of organizations, from small businesses to large corporations. Here are some best document archiving software for small business.
Document archiving software allows you to store paper documents and make them available when needed. It is recommended to choose document management software that has features like document capture, optical character recognition, indexing, version control and metadata navigation.
It’s all too easy to misplace documents these days with the reliance on email. You can churn out a piece of work, forward it to your client, and quickly break the link between you and them. The data will be long gone and there’s no telling where it’ll end up. There are various software solutions available which handle the archiving process for you. If you’re looking for the best document archiving software, then this is what you need to look at.
Things to Consider When Evaluating Document Management Software:
- Pricing reflects the selection of features as well as the ability to process complex commands. While cheaper software may seem more attractive, be sure to choose software that fully covers your needs.
- Some software solutions offer both local and cloud-based software. The latter is generally cheaper and allows users to work remotely across several devices.
- More complex software offers more features, but can also lead to freezing or glitches if your device cannot run the software. Be sure to check that your devices meet the minimum requirements to run more robust software.
M-Files
- FREE FOR 30-DAYS
- CUSTOMIZED PRICING
- INDUSTRY-SPECIFIC SOLUTIONS
- AI TECHNOLOGY
M-Files offers the future of document management. The software leverages AI technology to automate your organizing process.
When you upload content to M-Files, the platform automatically organizes the data based on what it is, as opposed to just where you want to store it.
Protect your information by connecting your existing network to M-Files’ AI, automatically and securely.
Another top benefit of M-Files is that they offer industry-specific solutions. Some popular industries that they service include:
- Financial services
- Construction and engineering
- Oil and gas
- Real estate
- Manufacturing
- Professional services
M-Files is great for larger teams that need to access documents at different times. If someone on your staff needs a file that was uploaded and saved by another colleague, they won’t need to search through different folders to see what the document was saved as.
With AI technology, all you need to know is what type of document you’re looking for. Then you can organize the content based on criteria like project title, author, customer, or expiration date.
It automatically detects duplicate content and updates the latest document to one singular file. This way you always know that you’re viewing or working with the latest version.
With M-Files, you can store a wide range of document types, including emails. The software also allows you to collaborate with external users who don’t have M-Files. That content can be shared as a secure link.
M-Files offers cloud storage, on-site storage, and hybrid storage solutions as well.
You can try M-Files free for 30 days but pricing for M-Files is not listed on their website. You need to contact their sales team to inquire about a custom solution.
Templafy
- TRY FOR FREE
- CUSTOMIZED PRICING
- ENTERPRISE SOLUTIONS
- ALL-IN-ONE DOCUMENT MANAGEMENT
Templafy is a relatively new DMS. After launching in 2014, they have been providing all-in-one document management solutions for enterprises all over the world.
It’s designed for large businesses and helps streamline tasks to save time when it comes to storing and accessing files.
More than 300 enterprises across 80+ countries use Templafy for document management. This translates to more than one million users.
Using intelligence software, Templafy will automatically show the most relevant content to each employee based on their usage and position.
That means your marketing team doesn’t need to see documents only relevant to accounting, and so on.
Templafy eliminates of having to create new document on a new platform by giving users the ability to create and edit new content directly within the system.
Both new and uploaded content can all be managed in a simple and singular feed on your dashboard.
Templafy’s cloud storage software means you can access documents from anywhere, including on your smartphones and tablets.
You can integrate Templafy with Microsoft Office 365, G-Suite, and other platforms that you’re using to run your business on a daily basis. You can even integrate Templafy with CRM solutions like Salesforce or Microsoft Dynamics.
Big brands like Pandora and IKEA trust Templafy to manage their documents with enterprise-grade software.
In addition to managing documents and files, Templafy has solutions for maximizing employee productivity and creating an evergreen IT infrastructure.
Security is another top benefit of using Templafy. You and your team can securely store and access content from anywhere, using any device, whether you’re online or not.
Like most enterprise software, Templafy provides custom solutions for each unique company. So they don’t list any prices online. You can try Templafy for free before you commit to a contract by reaching out to their sales team.
eFileCabinet
- STARTING AT $15 PER MONTH
- INTEGRATES WITH MANY THIRD-PARTY SERVICES
- FILE SHARE & COLLABORATION TOOLS
- ACCESS FILES FROM ANYWHERE
eFileCabinet is one of the best document management solutions on the market. They help individuals, small business owners, and enterprise-level companies organize data and files online.
Their solution helps you remain organized no matter how many documents and files you have.
You can search for documents or locate them based on folder templates or pre-defined file names. eFileCabinet also keeps a portfolio of your most used documents for quick access.
The eFileCabinet solution does the hard work for you. Simply upload a document, and the software will file it. The automated workflow streamlines your time-consuming tasks to improve efficiency in the office.
All of your documents can be accessed from anywhere with a web browser or mobile app. Use your phone or mobile device to upload directly too. eFileCabinet also allows you to sign contracts.
One of the biggest standouts for this solution is the collaboration features. The system allows you to create different levels of security, so only certain people can access data.
eFileCabinet has encrypted file sharing and requests, two-factor authentication, and role-based permissions. You can even set IP or location-based authentication.
The software integrates with popular third-party services like DocuSign, Salesforce, and Microsoft Office.
Here’s an overview of the plans and price points for eFileCabinet:
- Starter — Starting at $15 per month (25 GB of storage)
- Advantage — Starting at $55 per month (1 TB of storage)
- Business — Starting at $99 per month (5 TB of storage)
- Unlimited — Starting at $199 per month (Unlimited storage)
All prices are listed per user and billed on an annual basis. Once you upgrade from the Starter plan to Advantage, you’ll need to pay for a minimum of three users.
I’d only recommend the Starter plan to individuals. Sole proprietors or very small businesses can probably get away with the Advantage plan, but the Business package will likely be the best for the majority of you.
With eFileCabinet, you get to choose if you want your storage either on-site or on the cloud. Personally, I prefer the cloud storage. But there are advantages to on-premises as well.
Rubex by eFileCabinet: Best Low-Cost Document Management System
Rubex by eFileCabinetRubex offers monthly and annual billing options.Rubex’s smart automation feature recognizes and organizes your documents.Rubex can have a slight learning curve for some users.VISIT SITECOMPARE QUOTES
Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the exact same functionality as they would have when working from the office. In fact, we previously selected Rubex by eFileCabinet as the best document management system for businesses with a remote workforce. It has a sophisticated mobile app that provides access to every stored file. The system uses a traditional cabinet-folder filing structure and provides several ways to search for documents. Rubex by eFileCabinet Online is available in three pricing plans, which vary in features and storage.
February 2021: Rubex recently unveiled a new pricing structure. There are now three pricing tiers that range from $55 to $199 per user, per month when billed annually. If you pay monthly, the prices start at $66 and increase to $239 per user, per month. The plans vary in included storage space and features and tools.
Microsoft SharePoint: Best Overall Document Management System
Microsoft SharePointSharePoint offers comprehensive enterprise content management features.Its excellent collaboration tools allow teams to edit documents simultaneously.It may require additional staff training to learn all of the software’s capabilities.
Microsoft SharePoint is a leader in the document management and collaboration space, and for good reason. Its comprehensive slate of features includes the ability to establish content hubs or organize archives by teams. It allows you to create custom metadata fields across all files stored in the system, making it easy to tailor the way you organize your documents to your business’s needs. It is especially convenient for businesses that already use other Microsoft products, such as Office 365.
SharePoint offers a flexible and scalable platform to organize and manage your documents and to collaborate on creation and editing. However, it is a sprawling system with a bit of a learning curve, so expect your team to require training and some time to become familiar with the system.
October 2020: Microsoft has introduced SharePoint Syntex, its first product from Project Cortex that uses artificial intelligence to go through your company’s data and gather insights that can be automated into processes. Microsoft describes Syntex as a “trainable AI” that processes three main types of content: digital images, structured or semi-structured forms, and unstructured documents.
MasterControl
DMS focused on complianceVISIT SITEMobile optimizedSupported by regulatorsGlobal standards
Within big organizations, there are often processes and regulations put in place to ensure documents are compliant and follow company guidelines. But when you have a ton of files, it can be hard to follow such rules.
MasterControl Document Control Software, which is used by some of the world’s largest regulatory bodies, is document management software that addresses complex regulations and standards around the globe. It aims to reduce compliance cost and increase internal efficiency.
The system fully automates routing, delivery, escalation and approval of vital documents. It also sports a centralized, secure archive where you can store and search for business files.
There is no indication of a free trial, and pricing requires contacting the company for a quote.
What are three benefits of document management systems?
- Reduced storage space.
- Easier retrieval.
- Enhanced security.
The primary advantage of cloud document management is that it allows business personnel to access documents from anywhere. If a company employs remote workers or has offices in multiple locations, cloud storage is the best solution for secure file storage.
Conclusion
Document management is the process of organizing, storing and retrieving information. Document management software has become a vital part of businesses and organizations that handle large amounts of paper documents. Document management systems can help save space, cut down on errors, streamline processes and reduce costs.
Document archiving software has gained immense popularity on the web. Given the current situation, where businesses are running on paper and digital documents which require managing, these software’s have become an obligatory tool to have. It is because of their automated mechanism to hunt for relevant documents, by using complex algorithms that help make sense of workflows.