Records Software

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Showing 1 - 20 of 191 products
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Showing 1 - 20 of 191 products

eFileCabinet

eFileCabinet is a document management solution focused on helping businesses of any size to improve their profitability and productivity by reducing paper within their operations and streamlining their work processes. eFileCabinet...Read more

4.40 (860 reviews)

19 recommendations

Optix

Optix is a powerful, user-friendly document management software with workflow automation solutions, SOP management, and modern features designed to optimize business processes. With a customer footprint spanning the Fortune 500, S...Read more

4.91 (11 reviews)

18 recommendations

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

4.06 (18 reviews)

13 recommendations

FileHold

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...Read more

4.70 (42 reviews)

10 recommendations

Docufree

Docufree Document Cloud is a services-enabled enterprise content management system that connects document scanning and capture, document management and process automation on one cloud-based platform with seamless integration into ...Read more

4.47 (19 reviews)

10 recommendations

DocStar ECM

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 a...Read more

4.35 (26 reviews)

7 recommendations

Treeno

Treeno is a hybrid content management solution designed for small and midsize businesses. Treeno caters to a wide range of industries such as insurance, healthcare, manufacturing, and real estate. Key features include document man...Read more

4.78 (9 reviews)

7 recommendations

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

4.59 (27 reviews)

5 recommendations

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 ...Read more

4.67 (6 reviews)

3 recommendations

Brandfolder

Brandfolder is a cloud-based asset management solution that provides various processes to organize, store and retrieve media assets and manage digital rights and permissions. The solution can be customized for businesses in indust...Read more

4.72 (423 reviews)

1 recommendations

Software pricing tips

Read our Records Management Software Buyers Guide

Subscription models

  • Per employee/per month: This model allows you to pay a monthly fee for each of your employees.
  • Per user/per month: Users pay a monthly fee for users—normally administrative users—rather than all employees.

Perpetual license

  • This involves paying an upfront sum for the license to own the software and use it indefinitely.
  • This is the more traditional model and is most common with on-premise applications and with larger businesses.

Rated best value for money

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 deploym...Read more

4.24 (173 reviews)

1 recommendations

Doc.It Suite

Since 2001, Doc.It Suite, a document management platform, has been available to accounting and tax professionals. Doc.It Suite offers the user a variety of applications including document management, document capture & image-proce...Read more

4.09 (22 reviews)

1 recommendations

ENet Docs

ENet Docs is a web-based document management system for small to mid-sized distributors and manufacturers enabling workplace flexibility. Deployed on-premise or in the cloud, users can access documents from any location providing...Read more

4.90 (20 reviews)

1 recommendations

Dropbox Business

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. Mu...Read more

WordPress

WordPress is an open-source, cloud-based content management system based on PHP and MySQL that helps small to large businesses create, manage and publish content for websites. The customizable solution allows enterprises to use pl...Read more

Microsoft 365

Microsoft 365, formerly Office 365, is a suite of office collaboration and productivity applications. The software encompasses modules that enables the use of Microsoft Office suite and cloud-based solutions such as Skype, Exchang...Read more

Google Workspace

Google Workspace (formerly G Suite) is a cloud-based suite of collaboration and document management tools designed to help businesses manage video meetings, presentations, multi-person video calls and live streaming. Key features ...Read more

OneDrive

OneDrive is a cloud-based content management solution that provides organizations with a platform to collaborate, share and store documents. This system enables cross-platform synchronization and prevents data loss. OneDrive ...Read more

Box

Clinical research data, loan applications, blueprints, and videos: It’s all content. And it’s your organization’s most valuable asset, no matter your industry. Box gives you a a single, secure platform for managing the entire cont...Read more

Microsoft SharePoint

Microsoft SharePoint integrates seamlessly with an organization's existing software solutions, allowing users to easily find, access and analyze up-to-date critical business data. It increases collaboration across the company....Read more

Popular Records Management Software Comparisons

Buyers Guide

Last Updated: November 22, 2021

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.