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If you’ve been wondering what the best document management software programs are, then you’re in the right place. I’m going to take my own personal experience and general feedback from my users to share some great tips and tricks on how to use document management software.
When we talk about document management software, the very first thing that comes to our mind is how big enterprises could manage their documents in an effective way. But, very few of us know that there are many other benefits which small and medium businesses can get if they use a proper document management system.
Best Document Review Software The best document review software is an integral part of any team’s dynamics. The ability to share documents, accept feedback, and track changes allows teams to more efficiently collaborate.
What is document control software?
Document control software helps you manage information, automate records management policies to help monitor who has access to which documents, and remain compliant with standards such as ISO, FDA, Sarbanes-Oxley or HIPAA.
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- CUSTOMIZED PRICING
- INDUSTRY-SPECIFIC SOLUTIONS
- AI TECHNOLOGY
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
- 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.
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- 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.
- 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 SITE
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.
Document organization moves to the cloudVISIT SITECovers full range of document tasksCloud-based storageMobile supportHidden pricingAdvertisement
DocuWare takes a cloud-based approach to document management. It integrates cloud storage and office automation to create a digital workplace. This paperless approach to the full spectrum of office tasks is another example of the digital transformation which is driving many processes these days.
DocuWare offers services to create a ‘cloud workflow’ when it comes to documents. It allows services to be purchased on a small scale as needed, and then as use-case scenarios are created, and reliability is ensured, the service can be scaled up for a larger deployment.
Mobile apps that can integrate into this workflow are also offered, facilitating the likes of scanning receipts on the go, approving invoices for speedy payment, and signing forms directly on the device.
While DocuWare does offer a demo and free trial, the pricing of course, depends on the services chosen, therefore requiring the prospective buyer to get in touch for a custom quote.
WHAT MAKES A GOOD DOCUMENT MANAGEMENT SYSTEM?
A good document management system is easy to implement and scale. The complexity of the software should be based on your team’s technical know-how, allowing them to easily store and locate documents as needed. Your team should be able to share documents and collaborate within the platform, even when they are using mobile devices.
Although every document management system should have security protocols, access controls and file versioning, these features are especially important for those operating within heavily regulated industries. Other features that lend to a document management system’s usability are metadata and tagging options, keyword searching, document editing history and restoration, automatic document retention and deletion, image scanning, optical character recognition, and customizable workflows. The best software can also integrate with your other business platforms.
If you’re looking for the best document management software for your business, look no further than DRM. Based on Gartner’s Customer Decision Journey, we can help you determine the best solution for your business. We manage billions of documents each year, providing our partners with a fast, secure platform that helps them improve their businesses.
It’s not uncommon for employees to hoard files or remain unaware of what tools are available to help them collaborate in the workplace. As new document management software (DMS) becomes more readily available, you may want to consider some best online dms tools which can empower your employees to work better together.