Showing 1-20 of 92 products
eFileCabinet is a document management solution (DMS) that is suitable for companies of all sizes and in a wide range of industries such as accounting and financial services, manufacturing and healthcare. The solution can be hosted... Read more
Recent recommendations: 34 recommendations
NAVEX Global is a fully integrated compliance management system that allows businesses to consolidate their entire GRC program onto a scalable cloud-based platform. The suite of GRC software and training tools offers functionality... Read more
Recent recommendations: 25 recommendations
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
Recent recommendations: 22 recommendations
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
Recent recommendations: 21 recommendations
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
Recent recommendations: 12 recommendations
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
Recent recommendations: 10 recommendations
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
Recent recommendations: 6 recommendations
Dokmee from OfficeGemini is a document management solution for businesses of all sizes. It can be installed on-premises as well as hosted on the cloud. Key features include document management, multi-user access, file and folder restrictions,... Read more
Recent recommendations: 5 recommendations
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-processing,... Read more
Recent recommendations: 3 recommendations
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
Recent recommendations: 2 recommendations
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
Recent recommendations: 2 recommendations
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
Recent recommendations: 1 recommendations
HotDocs is a document automation solution designed for businesses of any size or type. It enables users to convert frequently used documents and forms into ready-to-use templates to automate customer documentation. The solution offers... Read more
Recent recommendations: 1 recommendations
Widen Collective is a cloud-based brand and digital asset management solution designed for mid-size and large businesses. It offers features like content creation, distribution and analytics within a suite. It also offers document... Read more
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 industries... Read more
Synergize is a document management solution designed for large and midsize transportation businesses. It offers business process management, image capturing, workflow management tools and records management. The software is available... Read more
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
Recent recommendations: 13 recommendations
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
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 allows... Read more
Microsoft Sharepoint is a knowledge and content management system (CMS). The product also provides collaboration tool capabilities. The solution offers typical CMS features like document and digital asset management, case and contract... Read more
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:
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.
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.|
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.
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.