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eFileCabinet

Founded in 2001, eFileCabinet is an online document management software (DMS) that is used by companies of all sizes and in a wide range of industries such as accounting/financial services, manufacturing, and healthcare. The solution... Read More
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Document Locator

Document Locator is enterprise document management software that is uniquely integrated into Microsoft Windows. The platform is integrated with Microsoft Office and other business applications, and works directly inside of Windows... Read More
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PinPoint Document Management

For over 10 years, LSSP Corporation has been providing cutting-edge Content Management tools for businesses of all sizes, from startups to enterprise-level corporations. Their powerful web-based document management solution, PinPoint,... Read More
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FileHold Document Management

FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include: multi... Read More
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Fluix

Fluix by Readdle is a cloud-based content management platform. It offers an iPad app and a server-based back end to facilitate management of documents users, file distribution and security. Fluix is a platform that helps companies... Read More
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Onehub

Onehub is a cloud-based document management system tool that helps users securely store and share their business files. It can be customized to meet users' specific requirements and custom branding needs. Users can drag-and-drop documents... Read More
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Workfront

Workfront (formerly AtTask) is a cloud-based project management solution that helps teams  to prioritize, route, manage and report on their work. It is suitable for businesses of any size and industry including IT, architecture and... Read More
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PolicyTech

PolicyTech is a policy and procedure management solution from NAVEX Global suitable for all industries including healthcare, financial services, manufacturing, retail, government, energy and law enforcement. PolicyTech offers tools... Read More
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M-Files

M-Files is a content management tool that helps users organize, manage and track documents and information. The solution is suitable for small and large businesses in multiple industries. On-premise, cloud-based and hybrid deployments... Read More
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Content Central by Ademero

Content Central is a document management software that helps companies to sort and store documents. The software has a multi- deployment option and is available as a Software-as-a Service (SaaS) model or can be hosted on premise. The... Read More
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Apparound CPQ

Apparound CPQ provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the sales meetings and simplify sales management. Apparound solution is designed to improve the speed... Read More
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Contract Logix Contract Lifecycle Management (CLM)

Contract Logix Contract Lifecycle Management (CLM) software is a modular contract management solution. It offers features such as workflow automation tools, electronic document repository, advanced search options, contract creation... Read More
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Box

Box is a cloud content management platform for companies of all sizes and industries. It offers security and controls for admins as well as sharing and collaboration capabilities for end users across the globe. The Box platform allows... Read More
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Centralpoint

Centralpoint by Oxcyon is a content management solution that can be installed on-premise or accessed on the cloud from any mobile device with an internet connection.The modular applications can be deployed in a configuration that suits... Read More
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Contentverse

Contentverse is a cloud-based content management system designed to work on desktop and mobile devices. It is suitable for large and midsize businesses in all industries and allows users to upload, store and edit documents, search... Read More
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DocStar Enterprise Content Management

DocStar Enterprise Content Management serves large and midsize businesses across all industries and provides tools to upload, store and share documents in a variety of formats. Cloud-based and on-premise versions of the software are... Read More
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ContractSafe

ContractSafe is a cloud-based content management system (CMS) suitable for businesses of any size. Key features include document management, contract management, key date alerts, permissions and reporting and analytics. ContractSafe... Read More
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FileCloud

FileCloud is a cloud-based file sharing and sync system that allows users to access and sync business data from any device. It offers file sharing, backup, remote access and sync. Users can access files via web browser, browser add-on,... Read More
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Libris

Libris by PhotoShelter is a cloud-based digital asset managemnt solution for businesses in many industries. Users can upload, organize and share digital assets such as photos, videos and more, with no limit on asset size. Users can... Read More
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Exact Macola

Macola is the ERP and business software that manufacturers and wholesale distributors trust to automate, grow and streamline their business workflows. Macola meets the unique needs of growing SMBs ─ automating and managing core... Read More
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WebMerge

WebMerge is a web-based document management system that enables users to merge data from the cloud into custom PowerPoint presentations, Word documents, Excel spreadsheets, or PDFs. The solution can be used by businesses of any size... Read More
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Treeno DMS

Treeno is an incredibly easy-to-use Content Management solution. It offers flexible deployment options, and is recommended for companies that want to facilitate collaboration and improve information security and compliance. Treeno... Read More
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DocSavy

Established to solve the common problems associated with managing a business, DocSavy provides a cloud-based platform for organizing and storing documents related to business, assets, buildings, vehicles, and more. By providing a user-friendly... Read More
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IBM Enterprise Content Management

IBM Enterprise Content Management (ECM) is a software suite that can capture, protect, activate, analyze and engage with content, both structured and unstructured. It is suitable for companies with more than 100 employees and is suitable... Read More
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ZenQMS

ZenQMS is a cloud-based quality management system that provides tools for document collaboration and control. It helps businesses manage aspects of document lifecycle, allowing them to transit their workflows from manual, paper, and... Read More
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SeamlessGov

SeamlessGov by SeamlessDocs is a full-featured forms engine and eSignature platform. The solution takes manual, paper-based processes and converts them into automated online versions. A few different modules within the SeamlessDocs... Read More
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ViewCenter ECM Suite

ViewCenter by ICM Document Solutions is an enterprise-level content and document management system designed for businesses looking to automate and streamline the storage of their critical records. The program is web-based, allowing... Read More
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NextDocs

Founded in 2006, NextDocs Corporation offers content management and compliance solutions that help pharmaceutical, biotech and life sciences companies follow FDA guidelines. NextDocs can be deployed both on-premise and in the cloud. NextDocs... Read More
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Veeva Vault

Founded in 2007, Veeva Systems, Inc. offers Veeva Vault, a cloud-based content management platform with a collaboration solution focused on serving the life sciences industry. Created in 2011, this solution serves companies of all... Read More
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PaperSave

Founded in 1997, PaperSave is a document management solution that includes automated electronic workflows and transactions (invoices and gifts) for Microsoft Dynamics, Intacct and Blackbaud. It can be deployed on-premise or in the... Read More
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Clireo

Founded in 2011, arivis AG (formerly Mission 3) offers Clireo, a content management system suited for the life sciences industry. It can be deployed both on-premise and in the cloud. Clireo's suite of solutions include eTMF (electronic... Read More
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ISEBOX

ISEBOX is a public and media relations platform that helps companies store, manage and distribute high-quality and large file-size multimedia content. It lets companies provide a single point of contact to the media or other external... Read More
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Qorus Breeze Proposals

Qorus Breeze Proposals is a document management system (DMS) designed with marketing, sales and competitive bidding teams in mind. Its functional focus is on the creation, distribution, tracking and management of a variety of business... Read More
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Contract Insight

Contract Insight is a contract lifecycle management solution developed by CobbleStone Systems. It can be deployed either on the customer’s premises (with perpetual licensing) or in the cloud (with monthly subscription licensing). Contract... Read More
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kiteworks

Kiteworks by Accellion offers enterprise organizations a secure file sharing and collaboration solution that enables internal and external sharing of content without requiring a VPN. The software provides content connectors to Box,... Read More
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Dropbox

Dropbox is a cloud-based file sharing software system that caters to individuals and businesses of all sizes. This solution allows users to share files and send file requests to people even if they don’t have a Dropbox account.... Read More
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BlackMonk

BlackMonk is a full-featured content management and Web-publishing platform. It is a cloud-deployed system and is sold as either a Small Business or Enterprise edition, with monthly and yearly pricing. BlackMonk’s collection of... Read More
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Private Media Channel

Private Media Channel by Niche Video Media is a secure video hosting service and platform. It helps companies manage, secure and distribute their online video assets and other multimedia or digital content. Private Media Channel is... Read More
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SepPortal

SepPortal is a cloud-based content management system (CMS). This product is suitable for small to medium-sized businesses across all industries. It is mobile device-friendly, includes built-in search engine optimization (SEO) tools... Read More
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SkySignature

SkySignature is a cloud-based content management (CMS) solution targeting small businesses. This software features digital signature tool and includes functionality for converting most file formats into PDFs. Users can upload documents,... Read More
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FossLook

FossLook is a business automation and document management platform available for on-premise deployment. Key features include customizable document types and folders, workflow and document templates, document statistics, an integrated... Read More
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Paperless Online

Paperless Online is contact management software for businesses of all sizes and segments. The system offers document management, case management, contract management, records management, and reporting and analytics. With Paperless... Read More
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SearchExpress Document Management

SearchExpress is a document management system designed to help small to medium sized businesses better handle documents in a secure repository. They offer many solutions for a multitude of industries such as healthcare, accounting,... Read More
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ContractRoom

Contract Room is content management software for medium to large businesses in all industries. The system is equipped with document management functions as well as document capture and image processing. It also offers case management... Read More
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fileplan

fileplan is a cloud-based content management solution suitable for small to medium-sized businesses or departments within larger enterprises. This system targets businesses and teams looking for an infrastructure to help organize company... Read More
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Incentive

Incentive is a content management (CMS) solution specializing in helping teams collaborate. It is available for deployment either through the cloud or on-premise. Key features include Windows file server integration, file sharing,... Read More
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App Data Room

App Data Room is a cloud-based content management solution. Key features include document management, digital asset management (DAM) and reporting and analytics. In App Data Room, users upload presentations, videos and sell-sheets... Read More
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KwikTag

KwikTag is a content management (CMS) software solution. It can be deployed either in the cloud or on-premise. KwikTag specializes in document management. In the system, users can coordinate every document, department and business... Read More
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Kentico

Kentico is a content management system (CMS), e-commerce and online marketing platform all in one. This product is deployed in the cloud and offers tiered solutions, including Kentico CMS Base, CMS Ultimate and an Enterprise Marketing... Read More
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Docufree's Path to Paperless

Docufree is a Content Management software that combines the components of electronic content management into an integrated PCI and HIPAA certified solution. It connects document scanning, on-demand storage and retrieval, and digital... Read More
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Buyer's Guide

You might assume that records management and document management are the same thing. After all, the terms “records” and “documents” are often used interchangeably. However, that doesn’t mean they are the same. And if you want to protect your business from legal, regulatory or compliance problems, you really should know the difference.

Records are a specific type of document or file, which can be either physical (paper) or digital. What sets records apart is the fact that they can be used as legal proof that something (or some relationship) exists or existed at the time the record was created. The preservation and management of records is an absolutely critical aspect of businesses that rely on them. Records management software ensures that nothing is lost or overlooked.

In this Buyer’s Guide, we’ll focus on records management software and discusses the following topics:

What Is Records Management Software?
Common Features of Records Management Systems
Advice for Choosing Records Management Software

What Is Records Management Software?

A records management system serves two general functions. The first, discussed below, is to ensure that a company meets legal and regulatory requirements.

But records management systems also serves a more general function: They greatly simplify the many workflow processes required to create, distribute and maintain accurate records. They have this in common with (the more general purpose) document management software, and for this reason there are many similarities between the two.

As mentioned above, records are a very specific type of document that can serve as legal proof or evidence. (Think of it like squares and rectangles: a record is a type of document, but not all documents are records.) As such, records are often necessary in order to prove compliance with regulations and laws.

In some industries, compliance must be shown at periodic intervals. For example, a food distributor uses records to demonstrate compliance with food safety regulations and may need to do so every year or every quarter, as mandated by local regulations.

In other cases, records may not be requested until after an incident. If a worker gets injured at work, for example, a resulting lawsuit could compel the employer to demonstrate that safety guidelines were followed. Without the appropriate records showing that the safety guidelines were in place, the business could be exposed to increased liability.

Common Features of Records Management Systems

Many vendors offer records management software, and there can be substantial differences among their offerings. However, there are some basic features that are common to most records management systems.

To give you a better understanding of the core functionality, we've created a table outlining those most common features.

Inventory management The core feature of a records management system. Includes basic functions, such as scanning, duplicating, sending and saving, as well as more advanced functions, such as automation based on a company’s retention and classification policies.
Search tools Make sure employees can find the correct records when they’re needed. These usually work with a variety of search operators or content fields, so users can locate a record even if they only know, for example, the record’s date of production or last use.
Compliance tracking Assists with ensuring records are maintained (updated) as required by law or company policy. A compliance tracking function might, for example, issue periodic alerts that certain records need to be updated, modified or replaced.
System of record Used to organize multiple versions of the same record, ensuring that the master copy reflects any changes made to other versions and lets administrators track changes and record ownership as records move through an organization.
Retention and classification tools Retention tools ensure documents are saved in the system for as long as needed, either as required by law or company policy. Classification tools help automate the organization, storage and retrieval of records by grouping them into categories depending on their business function.

Advice for Choosing Records Management Software

Choose the wrong customer service software, and you might start to lose customers. On the other hand, if your company has poor records management, it could end up facing fines, penalties, lawsuits, and even criminal prosecution. Clearly, neither situation is ideal, but at least there are warning signs if customers start to leave. If you have the wrong records management software, you may not even be aware of the problem until it’s too late.

  • If your company has a large amount of paper records that it hopes to digitize, then look for records management software with integrated scanning capabilities.
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  • If your company has so many paper records that digitizing them all would be unfeasible, but you still need to organize and manage them, consider solutions with radio-frequency identification (RFID) tracking to help bridge the gap between digital and paper.

Capture document scans in records management software Docufree's Path to Paperless Software

Record scanning app in Docufree's Path to Paperless Software

Finally, ensure that records management software is really what you need. Sometimes companies think they need records management software, but they’d actually be better served with a document management platform. And the opposite can also be true. Ultimately, companies must find the right balance of functionalities that will improve existing workflow processes while adding a layer of safety and oversight to its management of important records.

If you’re unsure which type of system best fits your organizational needs, make sure you examine both types before making a decision. Alternatively, give us a call, and we’ll help you decide.