Document Management Software For Business – In the form of digitized pages, a business owner or employee can get all the necessary information. In this digital age, where efficiency is a key, document management software comes in handy. It helps businesses to save time and efforts, while at the same time increase productivity and efficiency.
If you deal with a large number of records and files, chances are high that you would like to manage them more easily and quickly. Fortunately, today there is a wide range of tools, such as document management software for business, which can make the whole process easier and more efficient.
Rubex by eFileCabinet
Rubex 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.
M-Files: Best for Ease of Use
M-FilesM-Files has optical character recognition, which automates your metatag process and categorizes scanned files for you.M-Files supports drag-and-drop capabilities.Only M-Files’ enterprise plans provide print and download prevention, two features designed to keep your data private and secure.COMPARE QUOTES
M-Files is a comprehensive document management system that contains numerous features so businesses can organize documents, digitize large volumes of physical papers and automate several workflow processes. The interface is modeled off Windows Explorer and easy to learn. You can choose an on-premises, cloud-based or hybrid system.
August 2021: M-Files released new onboarding and training programs, as well as new certifications, to help their partners better understand how to implement their software. This release adds to the overall usability of the software, and it is ideal for those seeking to get the most out of M-Files and verify their competencies on the platform.
September 2021: M-Files recently announced a partnership with getNEXT, a consulting company that specializes in collaboration and productivity. Through this partnership, M-Files users can access a suite of getNEXT resources. This includes the ability to integrate with Salesforce products to create a comprehensive document management CRM experience. This partnership can help businesses become more efficient and improve how they operate in the digital world.
March 2021: M-Files recently announced a partnership with Kyocera Document Solutions UK Ltd., a global provider of total document solutions. M-Files document management customers now have access to Kyocera’s eco-friendly multifunction printers as well as its business solutions and consulting services. According to M-Files, the company believes the expanded access to Kyocera products will help users increase efficiency, reduce overall document management costs and improve their customer service.
May 2021: To further simplify the use of its platform, M-Files recently acquired Hubshare, a collaborative and secure file-sharing platform. The expanded access to Hubshare’s features will enable M-Files users to create customizable client portals. It will also give businesses a more effective and efficient way to collaborate, share content, and manage projects.
Overall Winner, Best Document Management Software/Systems for Small Business: eFileCabinet
eFileCabinet gets our vote as the Best Overall Winner for Document Management Software/Systems for Small Business 2018. DMS is solely what eFileCabinet does. It is a robust offering that promotes its ease of use, mobile access, advanced “never lose anything” search and high levels of security.
Pros: There is a broad offering of DMS features with new features being added such as workflow (currently available in beta). Security and compliance are focus areas.
Cons: Customer support, while quick to respond via phone, email or chat, is only available during business hours. Also, this is not the least expensive DMS option; but not the most expensive either.
Best Document Management Software/Systems for Customer Service: eFileCabinet
eFileCabinet gets our vote as the Best Document Management Software/Systems for Customer Service in 2018. While this DMS may cost a bit more than some competitors, several user reviews state that it’s worth it because of the people and customer service. The Customer Success Team commits to every new customer receiving a call right after purchase to ensure they fully understand the product and their company can benefit from it.
Pros: When contacting customer service via their three methods, i.e., chat, phone and email, we heard back very quickly, and the representatives were friendly, professional and helpful.
Cons: Customer support is only available during business hours (8am – 5pm MT) Monday through Friday.
Best Document Management Software/Systems for Law Firms: M-Files
Because law firms deal with a ton of paperwork, much of it containing confidential and sensitive information, there are additional considerations for selecting a DMS. According to an article in the ABA Journal, “Here’s the Legal Lowdown on Document Management Software,” the document management components in the practice management software a law firm currently uses may be sufficient for solo practices or small firms in practice areas that are not document heavy. But for small firms that manage massive amounts of documents, finding a stand-alone system that can integrate well with your existing practice management and accounting software may be extremely beneficial. Because of its innovative technology, security, support for data compliance, and integration ability, our selection for Best Document Management Software/Systems for Law Firms is M-Files.
Pros: In addition to solid DMS features such as scanning capabilities, OCR for organizing and searching, and access control, this technology offers law firms contract approval workflows and supports eDiscovery.
Cons: M-Files does not offer pre-configured packages as some competitors do so it is hard to gauge what the cost will be for a small law firm to get the features they need. Solutions are customized for each client and pricing starts under $2,000 per year.
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.
Hightail
- LIMITED FREE FOREVER PLAN
- PAID PLANS START AT $12/MONTH
- TRACK FILE DELIVERY & DOWNLOADS
- SEND LARGE FILES SECURELY
Hightail is a document management solution with a specific purpose: sharing and collaboration.
Other DMS on the market have features for file sharing as well, but Hightail takes this to the next level.
If you need to send large files securely, this service is going to work well.
Secure sharing is simple. Just drag or upload a file from your device or cloud storage solution into your Hightail account. Enter the information for who you want to share it with, and automatically send an email notification to the recipient.
Share a video presentation with the team, and their get their feedback immediately.
With Hightail, you’ll be able to track the delivery and downloads of content you shared. So you know exactly who opened it and when.
Hightail lets you send files of up to 500 GB. You can add password protection to files and set expiration dates as well.
Here’s an overview of the plans and pricing for Hightail:
Lite — Free
- 100 MB file send limit
- 7 day file expiration
- Comments for feedback enabled
- Sync from third-party integrations
Pro — $12 per month per user
- 25 GB file send limit
- Configurable file expiration
- File previews enabled
- Send tracking and delivery notifications
- Password protection
- Phone and live chat support
Teams — $24 per month per user
- 50 GB file send limit
- Custom branding
- Organization and archiving tools
- Version control with side by side comparisons
- Real-time discussions for collaboration
- Members management
Business — $36 per user
- 500 GB file send limit
- Enterprise-grade security
- Dedicated customer support team
- Organizational level permissions
- Admin reports
As you can see, the pricing is largely based on the file sending limits. But the features get significantly better with each plan as well.
The free option is actually pretty good if you don’t need to send huge files, and even the entry-level Pro plan is suitable for a number of individuals.
If you’re interested in a paid plan, you can try Hightail free for 14 days.
Conclusion
For businesses that have a lot of documents, it may seem hard to keep everything organized. Without the right document management software, you can find yourself drowning in files. Here are some reasons you should use document management software for your business, along with some helpful tips on finding the ideal solution.