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Contentverse is document management for every department in every industry. It's a blank slate for your team to recreate your storage processes and even make them better! • Scan, upload, or drag-and-drop files into the system • Batch scan and index opt...Read more about Contentverse
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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 available. Users c...Read more about DocStar ECM
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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 levels of security,...Read more about FileHold
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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 such as sports, retai...Read more about Brandfolder
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Centralpoint, by Oxcyon is featured in Gartner’s Magic Quadrant for Digital Experience Platforms is a Microsoft based technology which be installed either on-premise or in the cloud. It is an N-Tiered, highly scalable, roles based Knowledge Management solu...Read more about Centralpoint
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Docuphase offers a comprehensive suite of intelligent financial solutions that create predictability, visibility, and efficiency. Our solutions include Document Management, Invoice and Data Capture, Forms & Workflow, AP Automation, and Vendor and Supplier ...Read more about DocuPhase
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Optix document management and workflow solutions transform organizations from a jumbled, disorganized shared folder to a structured data repository with an easy and organized way to retrieve the file you need when you need it. Flexible solutions and produc...Read more about Optix
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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 Explorer to appear like a...Read more about Document Locator
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Revver helps transform burdensome document-dependent work into impactful and empowering results. Our goal is to help companies transform their business quickly by powering document work, enabling teams to work collaboratively on documents, and automate rep...Read more about Revver
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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 on-premise, cloud-bas...Read more about HotDocs
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Flexible and easy to use, Acquia DAM (Widen) helps brands manage and distribute assets across teams, tools, and channels. A highly configurable metadata schema provides powerful, business-specific search and workflow capabilities. Plus, AI-powered auto tag...Read more about Acquia DAM (Widen)
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Adlib is the Leading Document & Data Transformation platform for highly-regulated enterprise organizations. We help you expedite go-to-market activities, streamline operations, reduce compliance and regulatory risks. Only Adlib: • Automates complex work...Read more about Adlib
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Google Drive helps users store company data in one place. Users can access files from desktop and mobile devices and control how team members share these files. The platform provides a central admin panel, data-loss prevention and a vault for the drive to ...Read more about Google Drive
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 include access control, re...Read more about Google Workspace
iLovePDF streamlines document management with a versatile suite of 25+ tools, accessible on mobile, desktop, and via a REST API. Whether merging, splitting, compressing, converting, or eSigning PDFs, it offers an all-in-one solution. Trusted by millions wo...Read more about iLovePDF
Firmex Virtual Data Rooms is a HIPAA-compliant cloud-based virtual data room solution for small, midsize and large enterprises. It caters to mergers and acquisitions advisory, corporations, funds and private equity, pharmaceutical, mining and energy, inves...Read more about Firmex Virtual Data Room
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, Exchange and SharePoint. While Mi...Read more about Microsoft 365
Glasscubes offers cloud-based collaboration solution for businesses. It provides for file sharing, collaboration and document management, making it accessible from devices with an internet connection. Glasscubes’ file sharing module lets users store t...Read more about Glasscubes
Paperflite is a cloud-based content management system that assists marketing and sales teams with collaboration and prospect engagement. Its key features include predefined templates, document management , indexing, text editing and a repository. The ap...Read more about Paperflite
Tresorit is an end-to-end encrypted, cloud-based file sync and sharing solution. It is designed for various industry verticals such as law, healthcare, finance, and tech businesses. It offers remote device wipe, file restore (after a ransomware attack), cu...Read more about Tresorit
SmartDocs is a content management software designed to help Microsoft Word and SharePoint users collate content from various documents and view and manage them on a unified platform. Professionals can use the solution to create user manuals, training guide...Read more about SmartDocs
Smartwaiver is a cloud-based document management solution that helps businesses convert existing waivers into digital formats and facilitate deal-making operations from anywhere across the web. Features of Smartwaiver include waiver templates, electr...Read more about Smartwaiver
Processes. People. Documents. No code automation platform designed for compliance, HR, legal, operations, procurement, sales and sourcing teams Legito Workspace Brings Everything Together - Document Lifecycle Management: Controlled Document Flow. End-to...Read more about Legito
FileInvite is a cloud-based file transfer and document collection solution designed for small and midsize businesses. FileInvite provides file request management, document approvals, digital forms, pre-built templates, e-signature capabilities, client port...Read more about FileInvite
Strapi is an open-source content management system that helps businesses create and manage content for websites and mobile applications. It allows tech teams to spin up projects faster, thanks to the REST or GraphQL API generated out of the box. 100% Jav...Read more about Strapi
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Buyers Guide
This detailed guide will help you find and buy the right records management software for you and your business.
Last Updated on March 16, 2023You 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.
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.
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.