# Best Records Management Software - 2026 Reviews & Pricing

> Find the best Records Management Software for your organization. Compare top Records Management Software systems with customer reviews, pricing, and free demos.

Source: https://www.softwareadvice.com/cms/records-management-comparison

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Records Management Software

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# Best Records Management Software of 2026

Updated June 29, 2026

On this page

1.  Popular Comparisons
2.  Buyers Guide

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169 results

### Compare Products

Showing 1 - 25 of 169 products

#### Company Size

-   Self-Employed
    
-   2-10
    
-   11-50
    
-   51-200
    
-   201-500
    
-   501-1000
    
-   1000+
    

#### Pricing Options

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-   $$$$$
    
-   $$$$$
    
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### Compare Products

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**Recommendations**: Sorts listings by the number of recommendations our advisors have made over the past 30 days. Our advisors assess buyers’ needs for free and only recommend products that meet buyers’ needs. Vendors pay Software Advice for these referrals.  
  
**Reviews**: Sorts listings by the number of user reviews we have published, greatest to least.  
  
**Average Rating**: Sorts listings by overall star rating based on user reviews, highest to lowest.  
  
**Alphabetically (A-Z)**: Sorts listings by product name from A to Z.

[Conga Composer](https://www.softwareadvice.com/cms/conga-document-generation-profile/)

4.37

[(116)](https://www.softwareadvice.com/cms/conga-document-generation-profile/reviews/)

Best for:Customer support

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Conga Composer is document generation software designed to create accurate and professional documents by pulling data from various systems of record. It is used across departments such as sales, finance, legal, human resources, marketing, and support. Industries including technology, financial services, healthcare, life sciences, manufacturing, and transportation utilize the software to streamline document workflows and maintain consistent branding in business communications. The software captures and merges data from systems such as CRM and ERP platforms to populate customizable templates. It generates documents in formats such as PDF, Microsoft Word, Excel, PowerPoint, and HTML email. Features include advanced content options such as tables, images, rich text, charts, dashboards, custom fonts, watermarks, and global currencies. Users can conditionally display sections, group data, and apply formulas based on business rules. The software supports bulk document generation and can send files using time-based or action-based triggers. Documents can be distributed through email, storage systems, or downloads. The platform uses an API-first approach, allowing developers to embed document generation into custom applications and workflows. It supports the creation of various document types, including proposals, quotes, contracts, invoices, service agreements, and customer communications, using pre-built or custom templates. The software ensures brand standardization and reduces data inconsistencies by pulling information directly from source systems.... [Read more](https://www.softwareadvice.com/cms/conga-document-generation-profile/)

### Best rated features:

Audit Trail

5.0

Engagement Tracking

5.0

Drag & Drop

5.0

Contract/License Management

5.0

### Worst rated features:

File Recovery

2.8

[See all features](https://www.softwareadvice.com/cms/conga-document-generation-profile/#key-features)

### Custom

Custom

Pricing available upon request

[See full pricing details](https://www.softwareadvice.com/cms/conga-document-generation-profile/#pricing-and-plans)

[DocStar ECM](https://www.softwareadvice.com/cms/docstar-dms-profile/)

3.98

[(97)](https://www.softwareadvice.com/cms/docstar-dms-profile/reviews/)

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

DocStar Enterprise Content Management helps midsize and large organizations centralize content and automate document-driven processes across the business. It enables teams to capture, manage, and securely access information while improving visibility, control, and operational efficiency. Available in both cloud and on-premise deployments, DocStar offers flexibility to meet a range of security, infrastructure, and scalability requirements. Content can be captured from desktop computers, mobile devices, tablets, and multifunction printers, with secure access available from any location. Intelligent data capture tools extract and index key information, reducing manual entry and ensuring documents are organized for fast, accurate retrieval. Built-in workflow automation supports processes such as accounts payable, HR onboarding, and contract management, helping teams streamline approvals and reduce bottlenecks. DocStar includes compliance and governance features such as version control, audit trails, role-based access, and retention management to help organizations maintain control over critical information. The platform can be used as a standalone solution or integrated with ERP, accounting, HRIS, and other business systems to keep documents and data aligned across workflows. Support is available via online portal, email, and phone, with both perpetual licensing and subscription options.... [Read more](https://www.softwareadvice.com/cms/docstar-dms-profile/)

### Best rated features:

Single Sign On

5.0

Customizable Forms

5.0

Mobile Access

5.0

Real-Time Data

4.7

### Worst rated features:

Fraud Detection

1.0

Reporting/Analytics

2.0

File Conversion

2.5

Purchase Order Reconciliation

2.6

[See all features](https://www.softwareadvice.com/cms/docstar-dms-profile/#key-features)

[Revver](https://www.softwareadvice.com/cms/revver-profile/)

4.39

[(1000)](https://www.softwareadvice.com/cms/revver-profile/reviews/)

Best for:Small businesses

### Pricing availability

Free trial: Available

Free version: Available

Software Advice Summary

Revver is a cloud-based document management solution that helps businesses organize, find, sign and share digital documents on a unified interface. It serves organizations across various industries including accounting, financial services, government, healthcare, insurance, logistics, manufacturing and real estate. The platform offers centralized document storage and management with AI-enabled workflows that automate repetitive tasks and business processes. It includes eSignature capabilities, content collaboration tools for team communication, and automated folder templates for consistent document organization. The system ensures quick document retrieval, reducing time spent searching for information, while maintaining high security standards with access controls and automated governance for compliance. Revver provides analytics and reporting features that offer insights into work across the platform, supporting continuous improvement. It addresses common challenges such as document sprawl, missing information, ineffective collaboration, manual processes and compliance risks. Revver also supports use cases like employee management, new business onboarding, repetitive operations and accounts payable/receivable functions.... [Read more](https://www.softwareadvice.com/cms/revver-profile/)

### What users love

-   Responsive and knowledgeable support team
-   Efficient document organization tools
-   Simple setup and user experience

### To take in mind

-   Cumbersome and confusing interface design
-   Expensive licensing and recurring fees
-   Steep learning curve and limited training

### Best rated features:

Document Editing

5.0

Access Expiration Management

5.0

Activity Dashboard

5.0

Annotations

5.0

[See all features](https://www.softwareadvice.com/cms/revver-profile/#key-features)

### Guest User

Custom

Pricing available upon request

### Basics

$25.00/month

### Essentials

$67.00/month

[See full pricing details](https://www.softwareadvice.com/cms/revver-profile/#pricing-and-plans)

[FileHold](https://www.softwareadvice.com/cms/filehold-profile/)

4.74

[(56)](https://www.softwareadvice.com/cms/filehold-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

FileHold Enterprise: Powerful Document Management for Large Organizations! FileHold Enterprise is a comprehensive document management solution designed to help large organizations transition to a fully paperless environment. Whether deployed on-premise or hosted securely in a private or public cloud, FileHold delivers the flexibility and control enterprises need. Robust Features for Enterprise Efficiency and Compliance: • Advanced Security & Compliance: Multi-level user permissions, audit trails, and electronic signatures ensure data integrity and regulatory compliance. • Document Automation & Search: Streamline operations with full-text search, forms processing, scanning, and OCR capabilities for fast, accurate information retrieval. • Smart Alerts & Records Management: Automatically generate alerts and reminders for contract renewals, overdue tasks, and records scheduled for archiving or deletion. • Workflow Automation: Move documents through customizable review and approval workflows. Workflows can be initiated manually or triggered automatically upon document upload. Built-in reporting tools provide complete visibility into the process. • External Collaboration with FileHold Courier: Easily share and approve documents with external stakeholders—no FileHold account required—via secure email links. • Seamless Integration & Mobility: Integrated with Microsoft Office, with optional support for SharePoint and Active Directory. Mobile-ready access ensures productivity from any device. • API & System Requirements: A free API enables connection to third-party applications. FileHold runs on Microsoft SQL Server and Windows Server. FileHold Enterprise empowers organizations to securely manage millions of documents, automate workflows, and enhance collaboration—anytime, anywhere.... [Read more](https://www.softwareadvice.com/cms/filehold-profile/)

### Best rated features:

Data Storage Management

5.0

Customizable Reports

5.0

Document Storage

4.7

Data Import/Export

4.7

### Worst rated features:

Document Capture

3.3

Third-Party Integrations

3.5

No-Code

4.0

[See all features](https://www.softwareadvice.com/cms/filehold-profile/#key-features)

### FileHold Express

$50.00/month

FileHold Express is designed for organizations with 5 to 20 users. Pricing starts at a minimum of $25 per user per month, depending on features chosen. An additional hosting and infrastructure fee applies to provide secure backup, system upgrades, and unlimited technical support. Hosting fee varies depending on usage and storage requirements. Contact FileHold for detailed customization for hosting.... [Read more](https://www.softwareadvice.com/cms/filehold-profile/#pricing-and-plans)

### FileHold Enterprise

Custom

Pricing available upon request

FileHold software can be installed on your own premises or private cloud or FileHold can supply a fully hosted system. FileHold starts with 5 users and can grow to thousands of users needing documentation access from multiple locations. The Cloud solution provide secure backup, system upgrades, and unlimited technical support. Hosting fee varies depending on usage and data storage needs. Contact FileHold for detailed customization for hosting and enterprise level requirements.... [Read more](https://www.softwareadvice.com/cms/filehold-profile/#pricing-and-plans)

[See full pricing details](https://www.softwareadvice.com/cms/filehold-profile/#pricing-and-plans)

[Contentverse](https://www.softwareadvice.com/cms/contentverse-profile/)

4.11

[(19)](https://www.softwareadvice.com/cms/contentverse-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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 options for bulk data import • Create new documents from pre-loaded templates • Detect keywords, barcodes, and QR codes on pages • Automatically index and file your documents • Easily search for content and navigate the folder tree • Securely share docs without them leaving the server • Edit Word, Excel, and PDF forms online • Automate all of your business processes • Integrate DocuSign or create eSignatures • Set up retention policies for contract renewals • Implement best practices and regulatory compliance Customers in many different industries have had success using Contentverse to cut down on wasted time and money. No matter where you're coming from, Contentverse is versatile enough to support your unique needs. Industries we serve include... • Manufacturing and distribution companies • Law enforcement and justice departments • K-12 and higher education • Non-profit and not-for-profit organizations • Municipal and county government • Food & beverage, grocery, and hospitality • Banking and finance • Insurance firms • Aerospace, automotive, and engineering • Medical laboratories and chemical plants • Healthcare Reach out to our sales staff if you are interested in an in-depth case study in your industry or a related use case. Contentverse uses 128-bit encryption to protect your data in the system. Administrators can set up user permissions for their staff so that only authorized personnel can see, edit, and interact with each document. With a browser-based interface any user will find familiar and simple document creation, management, and editing controls, Contentverse is easy to learn and easy to use. Whether you need to archive bulk data and digitize legacy files or you just need to look up some recent invoices, forget the headaches of your old document management solution. Everyday tasks are effortless. We provide quick, complete videos for more advanced features. Our team continues to innovate as we update and upgrade Contentverse. Some of our recent additions include the DocuSign integration, new dashboard for quick file access and workflow monitoring, and editing of common document types in the file viewer. Contentverse can be purchased as an ongoing subscription and can be implemented in the cloud or on a local server. If you have a unique setup, give us a call about custom plans and pricing.... [Read more](https://www.softwareadvice.com/cms/contentverse-profile/)

### Subscription

$40.00/month

### Perpetual

Custom

Pricing available upon request

[See full pricing details](https://www.softwareadvice.com/cms/contentverse-profile/#pricing-and-plans)

[Document Locator](https://www.softwareadvice.com/cms/columbiasoft-profile/)

4.57

[(42)](https://www.softwareadvice.com/cms/columbiasoft-profile/reviews/)

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

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 Windows Explorer to appear like a shared folder with document management features embedded within. Document workflow, paperless scanning, email management, reporting, and version control are built in. The system also converts scanned paper to searchable digital files and electronic forms are used to transform processing with digital capture, routing, and approval. Security based on the Microsoft NT security model protects information and detailed audit logging captures a record of every action that occurs. The configuration of Document Locator makes it ideal for areas involving regulatory or compliance-related document control, such as ISO, FDA, HIPAA, or CAPA. The system is frequently used in the areas of quality management, Human Resources, project management, contracts, manufacturing, and engineering. Users have access to training classes, online training media, a customer portal, and custom-tailored professional services. Document Locator is available by annual subscription and can be deployed on-premise using Microsoft SQL and Windows Server, or it can be run as a cloud solution. An API is available for integration with other systems.... [Read more](https://www.softwareadvice.com/cms/columbiasoft-profile/)

### Best rated features:

Quality Control

5.0

Metadata Management

5.0

Digital Signature

5.0

Version Control

5.0

### Worst rated features:

Activity Tracking

3.0

Content Publishing Options

4.0

Document Classification

4.0

Document Capture

4.0

[See all features](https://www.softwareadvice.com/cms/columbiasoft-profile/#key-features)

[Doc.It Suite](https://www.softwareadvice.com/cms/doc-it-profile/)

4.04

[(24)](https://www.softwareadvice.com/cms/doc-it-profile/reviews/)

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

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, and records management. The software addresses the 4-step process in a document’s lifestyle: gather, process, store, and deliver. The web portal gives clients the ability to share documents and reports. Clients can also send files for processing. The policy manager feature ensures uniformity across the firm by applying the file naming and location policy to all documents as they’re gathered and prepared for storage. Doc.It Suite integrates with other accounting applications, and is available as a monthly subscription service. Customers can log in to request support and gain access to resources and training videos, or they can call customer care during business hours to speak with a team member over the phone.... [Read more](https://www.softwareadvice.com/cms/doc-it-profile/)

### Best rated features:

Client Portal

3.0

Document Management

2.0

[See all features](https://www.softwareadvice.com/cms/doc-it-profile/#key-features)

[Centralpoint](https://www.softwareadvice.com/crm/centralpoint-profile/)

4.56

[(9)](https://www.softwareadvice.com/crm/centralpoint-profile/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Centralpoint, by Oxcyon, featured in Gartner's Magic Quadrant for Digital Experience Platforms and by 451 Research, is a Microsoft-based platform that installs on-premise, in the cloud, or hybrid. It is an N-Tiered, highly scalable, roles-based solution used by Ericsson, Samsung, the US Congress, FedEx, the City of Tallahassee, Tacoma, and many others — as enterprise-grade intranets and as private, secure login portals for employees, partners, and clients. Centralpoint has evolved with its clients. For years it has aggregated disparate structured and unstructured data automatically via scheduled Data Transfer routines, enriching metadata and powering federated, roles-based search, portals, and reporting. Today it integrates that same governed data with AI — agnostically across OpenAI, Anthropic, and Gemini — for a full solution set, building a hybrid index (semantic, natural-language, and lexical) and redacting sensitive data before any model sees it, with full audit logging. The message is simple: aggregate, transform, and modernize your data for ADA compliance, records retention, and enhanced search — with out-of-the-box AI integration using any LLM of your choice. For qualified opportunities, Oxcyon will build a live, functional proof-of-principle on your own data prior to engagement... free of charge.... [Read more](https://www.softwareadvice.com/crm/centralpoint-profile/)

### Best rated features:

Data Import/Export

5.0

Mobile Access

4.0

Electronic Signature

4.0

Web Forms

3.0

[See all features](https://www.softwareadvice.com/crm/centralpoint-profile/#key-features)

### Basic

$500.00/month

[See full pricing details](https://www.softwareadvice.com/crm/centralpoint-profile/#pricing-and-plans)

[Optix](https://www.softwareadvice.com/product/118419-Optix/)

4.93

[(15)](https://www.softwareadvice.com/product/118419-Optix/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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 product offerings with Optix allow companies spanning the Fortune 500, SMBs, and federal, state and local governments to create streamlined processes that integrate through every department. Optix allows users to find files faster, reduce tedious tasks and errors, and improve efficiency. Offering on-premises and cloud-hosted solutions that integrate with other business applications, Optix can run on macOS, Windows, Linux and much more.... [Read more](https://www.softwareadvice.com/product/118419-Optix/)

### Best rated features:

Full Text Search

5.0

File Sharing

5.0

Document Capture

5.0

Access Controls/Permissions

5.0

[See all features](https://www.softwareadvice.com/product/118419-Optix/#key-features)

### Basic

$276.00/month

[See full pricing details](https://www.softwareadvice.com/product/118419-Optix/#pricing-and-plans)

[Agility CMS](https://www.softwareadvice.com/cms/agilitycms-profile/)

4.40

[(48)](https://www.softwareadvice.com/cms/agilitycms-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Agility is the best enterprise content management system that combines the power of editor-friendly website management with the flexibility and scalability of an API-first (Headless) architecture. Designed for enterprises, Agility empowers teams to build customer-centric digital experiences with the ease, speed, and flexibility needed for innovation. Unlike other Headless CMS platforms, Agility simplifies page content management, making an omnichannel approach seamless while giving teams full control over their digital presence. Empowering Developers, Marketers, and Designers. Agility fosters creative freedom and collaboration by eliminating friction between teams: ✅ Developers have full control to code and define custom Page Templates and Module Definitions, ensuring a structured and scalable approach. ✅ Marketers can use these pre-defined Modules and Templates to effortlessly create and manage pages, gaining complete control over sitemaps and content updates without developer assistance. ✅ Designers have the freedom to create stunning front-end experiences with no limitations. ✅ This frees up developers' time, optimizing resources and accelerating project timelines. Fast, Scalable, and Easy to Use. Agility supports JAMStack frameworks like Next.js and Gatsby, along with .NET starters, enabling businesses to launch and scale faster than ever.... [Read more](https://www.softwareadvice.com/cms/agilitycms-profile/)

### Best rated features:

Drag & Drop

5.0

Video Support

5.0

Activity Dashboard

5.0

Task Management

5.0

### Worst rated features:

Electronic Forms

1.0

Image Editing

2.3

Full Text Search

3.3

[See all features](https://www.softwareadvice.com/cms/agilitycms-profile/#key-features)

### Starter

Custom

Pricing available upon request

Ideal for a single website and small teams. \*\*All available packages include access to Pages and Web Studio.... [Read more](https://www.softwareadvice.com/cms/agilitycms-profile/#pricing-and-plans)

### Pro \* Most Popular

Custom

Pricing available upon request

Ideal for larger teams, multiple websites and content hubs.

### Enterprise

Custom

Pricing available upon request

When you need scale, have multiple properties and need granular control over every detail.

[See full pricing details](https://www.softwareadvice.com/cms/agilitycms-profile/#pricing-and-plans)

[Google Drive](https://www.softwareadvice.com/cms/google-drive-profile/)

4.77

[(28535)](https://www.softwareadvice.com/cms/google-drive-profile/reviews/)

Best for:Commenting/Notes

### Pricing availability

Free trial: Available

Free version: Available

Software Advice Summary

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 ensure compliance and file sharing between users. Google Drive offers team collaboration tools such as Docs, Sheets and Slides. Teams can create new documents and share them with members. They can also engage in real-time document editing and leave comments to update members of changes. It includes machine-learning technology to help users predict future needs. Google Drive provides features like natural-language search and optical character recognition (OCR). Google Drive integrates with third-party applications including DocuSign for e-signatures, CloudLock for additional security layers and LucidCharts for mockups. Users can open different file types like PDFs and MPEG4s, and they can work on Microsoft Word files straight from the drive. Pricing is per month. Support is provided via online chat, email and the phone.... [Read more](https://www.softwareadvice.com/cms/google-drive-profile/)

### What users love

-   Flexible sharing and collaboration
-   Reliable and scalable cloud storage
-   Universal access across devices

### To take in mind

-   Challenging file organization at scale
-   Cluttered and unintuitive interface
-   Slow and inconsistent file uploads

### Best rated features:

Live Chat

5.0

Document Classification

5.0

Monitoring

5.0

Cloud Computing

4.9

### Worst rated features:

Multi-Language

1.0

Document Automation

3.8

[See all features](https://www.softwareadvice.com/cms/google-drive-profile/#key-features)

### Business Starter

$7.00/month

Up to 30 GB pooled storage/user

### Business Standard

$14.00/month

Up to 2 TB pooled storage/user

### Business Plus

$22.00/month

Up to 5 TB pooled storage/user

[See full pricing details](https://www.softwareadvice.com/cms/google-drive-profile/#pricing-and-plans)

[Google Workspace](https://www.softwareadvice.com/marketing/google-workspace-profile/)

4.70

[(17602)](https://www.softwareadvice.com/marketing/google-workspace-profile/reviews/)

Best for:Mid-size businesses

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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, real-time chat, presentation streaming, two-way audio and video, private chat, calendar management, real-time editing, mobile access and content management. Teams using Google Workspace can set up meetings and share links with staff members, clients or customers to facilitate communication. Participants can join meetings directly from a Google Calendar event or an email invite that includes all details about the event. Additionally, it offers a dial-in functionality, which enables employees to join meetings without an internet connection. Google Workspace facilitates voice and video conferencing through Google Meet, with support for up to 250 participants. Pricing is available on monthly subscriptions and support is extended via documentation, FAQs, forum and other online measures.... [Read more](https://www.softwareadvice.com/marketing/google-workspace-profile/)

### What users love

-   Real-time teamwork and integration
-   Professional and flexible email management
-   Intuitive and accessible design

### To take in mind

-   Expensive for advanced features
-   Limited and slow customer assistance
-   Complex and confusing admin controls

### Best rated features:

Activity Tracking

5.0

Password Management

5.0

Video Layouts/Views

5.0

Unified Communications

5.0

### Worst rated features:

Video Call Recording

2.0

Audio/Video Recording

3.0

Text Editing

3.7

Email Templates

4.0

[See all features](https://www.softwareadvice.com/marketing/google-workspace-profile/#key-features)

### Starter

$7.00/month

Up to 100 participants

### Standard

$14.00/month

Up to 150 participants

### Plus

$22.00/month

Up to 500 participants

[See full pricing details](https://www.softwareadvice.com/marketing/google-workspace-profile/#pricing-and-plans)

[Firmex Virtual Data Room](https://www.softwareadvice.com/cms/firmex-profile/)

4.79

[(356)](https://www.softwareadvice.com/cms/firmex-profile/reviews/)

Best for:Small businesses

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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, investment banks and law firms. Primary features include document management, data security, user invitations, user activity, audit trails and reporting. Other features include two-factor authentication, user-access management, email upload and drag and drop. Users can organize new documents by implementing the versioning feature of the software. The ‘View As’ feature allows users to preview the data rooms while checking the security settings. Other modules of the software include FileSend and Document Sharing. It offers mobile applications for iOS and Android devices. Support is offered via email and over a phone. Other support options include a help guide, online case submission and a knowledge base.... [Read more](https://www.softwareadvice.com/cms/firmex-profile/)

### What users love

-   Responsive and knowledgeable support team
-   Intuitive and user-friendly interface
-   Secure and flexible file sharing

### To take in mind

-   Occasional upload and speed issues

### Best rated features:

Encryption

5.0

Optical Character Recognition

5.0

Reporting/Analytics

5.0

Tagging

5.0

### Worst rated features:

User Management

4.0

Two-Factor Authentication

4.0

[See all features](https://www.softwareadvice.com/cms/firmex-profile/#key-features)

### Basic

Custom

Pricing available upon request

[See full pricing details](https://www.softwareadvice.com/cms/firmex-profile/#pricing-and-plans)

[Glasscubes](https://www.softwareadvice.com/project-management/glasscubes-profile/)

4.71

[(428)](https://www.softwareadvice.com/project-management/glasscubes-profile/reviews/)

Best for:Ease of use

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

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 their documents in the cloud, while it’s online community facilitates knowledge sharing. Users can upload any type of file they want without size restriction and can share files with people who are not subscribed to Glasscubes by sending them a password-protected link. This software features a "whiteboard" tool, where team members can jot down notes and attach images and links on a shareable whiteboard. Glasscubes also offers a buildable knowledge base, allowing team members to share information and questions in one location. Users can attach conversations to documents and make sure the relevant documents are associated with a project. Pricing is based on the number of users per month. Telephone and live chat support are offered.... [Read more](https://www.softwareadvice.com/project-management/glasscubes-profile/)

### Best rated features:

Knowledge Base Management

5.0

Workflow Management

5.0

Policy Management

5.0

Reporting/Project Tracking

5.0

[See all features](https://www.softwareadvice.com/project-management/glasscubes-profile/#key-features)

[Microsoft 365](https://www.softwareadvice.com/productivity/microsoft-365-profile/)

4.65

[(14110)](https://www.softwareadvice.com/productivity/microsoft-365-profile/reviews/)

Best for:Meeting Management

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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 Microsoft 365 can be deployed through single sign-on leveraging an Active Directory, the software’s functions can be configured on the online portal. It provides products such as OneDrive, Outlook, OneNote, PowerPoint, MicrosoftTeams and SharePoint. Primary features of Microsoft 365 comprise hosted services, office applications, updates, collaboration tools and Microsoft 365 Education. Additionally, users can leverage the suite for cross-platform efficiency, updated workflow, on-air meetings, cloud collaboration and email hosting. Catering to businesses and homes, Microsoft 365 can be accessed via web, iOS or Android operating system. It also provides on-premise solution for enterprises. Support is provided via email, phone and an online help desk. Pricing is per user per month.... [Read more](https://www.softwareadvice.com/productivity/microsoft-365-profile/)

### What users love

-   Intuitive interface and navigation
-   Comprehensive office productivity suite
-   Centralized and reliable email management

### To take in mind

-   Recurring costs and value concerns
-   Complex and sometimes confusing interface
-   Account management and login frustrations

### Best rated features:

Real-Time Updates

5.0

Authentication

5.0

Messaging

5.0

Booking Management

5.0

### Worst rated features:

User Management

3.5

Document Automation

3.8

Live Chat

4.0

[See all features](https://www.softwareadvice.com/productivity/microsoft-365-profile/#key-features)

### Microsoft 365 Personal

$9.99/month

It is for personal use of a single user with an option to buy it annually at $69.99/year

### Microsoft 365 Family

$12.99/month

It is for use up to 6 persons with an option to avail the annual subscription at $99.99/year

### Microsoft 365 Business Basic

$6.00/month

The business plan includes one month free trial and subscription renewal on month or annual basis.

[See full pricing details](https://www.softwareadvice.com/productivity/microsoft-365-profile/#pricing-and-plans)

[Brandfolder](https://www.softwareadvice.com/digital-rights-management/brandfolder-profile/)

4.70

[(449)](https://www.softwareadvice.com/digital-rights-management/brandfolder-profile/reviews/)

Best for:Document Storage

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

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, retail, technology, breweries and more. Brandfolder features a centralized storage location which helps users to manage and update their media assets including logos, videos, audio, press releases and more. It auto-tags images, converts image copy to text, thumbnails videos and supports in-document search which help users to search for specific assets. Users can also share and distribute assets with their colleagues by providing them access via embedded APIs on a website, single shared links, collections and groups or a saved search. Additionally, Brandfolder features a reporting engine that allows users to generate custom reports, spot trends and make business decisions. Support is offered via phone and email.... [Read more](https://www.softwareadvice.com/digital-rights-management/brandfolder-profile/)

### Best rated features:

Artwork Management

5.0

Fulfillment Distribution

5.0

Content Library

5.0

Document Storage

4.8

### Worst rated features:

ROI Tracking

1.0

Content Publishing Options

2.0

Tagging

3.0

[See all features](https://www.softwareadvice.com/digital-rights-management/brandfolder-profile/#key-features)

[Paperflite](https://www.softwareadvice.com/crm/paperflite-profile/)

4.94

[(99)](https://www.softwareadvice.com/crm/paperflite-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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 application comes with a module, which sends alerts to team members when clients interact with shared content. Marketing teams can use the system to create campaigns by choosing themes, adding custom content and crafting messages for different audiences. The solution lets stakeholders generate reports on metrics such as views and downloads, time spent on page, heat maps and integrated video analytics. Managers can provide role-based access to staff and assign permissions for editing and publishing content. Paperflite integrates with industry leading CRMs, marketing automation tools, and third-party applications such as DropBox, Box, Drive, OneDrive, Linkedin and Twitter. Paperflite is available on a monthly subscription and support is provided via online help desk.... [Read more](https://www.softwareadvice.com/crm/paperflite-profile/)

### Best rated features:

Self Service Portal

5.0

Performance Management

5.0

Activity Tracking

5.0

Real-Time Data

5.0

### Worst rated features:

Reporting & Statistics

4.0

[See all features](https://www.softwareadvice.com/crm/paperflite-profile/#key-features)

### Starter (I Got Wings)

$30.00/month

Agile startups and fast-growing teams that prioritize making content easy to find, share, and measure, ensuring it aligns with sales goals and delivers results. (Minimum 5 users)... [Read more](https://www.softwareadvice.com/crm/paperflite-profile/#pricing-and-plans)

### Professional (I Believe I Can Fly)

$50.00/month

For efficient, content-focused teams aiming to scale quickly while keeping your sales and marketing efforts tightly aligned.... [Read more](https://www.softwareadvice.com/crm/paperflite-profile/#pricing-and-plans)

### Advanced (Touch The Sky)

$60.00/month

Fast growing organizations scaling global sales teams, long sales cycles and large buying groups.

[See full pricing details](https://www.softwareadvice.com/crm/paperflite-profile/#pricing-and-plans)

[Tresorit](https://www.softwareadvice.com/file-sharing/tresorit-profile/)

4.81

[(130)](https://www.softwareadvice.com/file-sharing/tresorit-profile/reviews/)

Best for:Real Time Synchronization

### Pricing availability

Free trial: Available

Free version: Available

Software Advice Summary

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), custom branding, file history, and 2-factor authentication. File edits and shares can be tracked in the activity wall. Tresorit is available on desktops and mobile phones (Android, iOS). Users can set role-based access permissions to view data and share files with colleagues and partners outside the organization using password protected links. Users can also set up expiration date and an open limit for each shared link. Links opens can be tracked. The solution is GDPR and HIPAA compliant, it’s ISO 27001 certified and member of the Trusted Cloud and the Cloud Security Alliance. Support is available via phone or knowledge base. Pricing is per month or year per user.... [Read more](https://www.softwareadvice.com/file-sharing/tresorit-profile/)

### Best rated features:

Remote Access/Control

5.0

Two-Factor Authentication

5.0

Email Management

5.0

Data Synchronization

5.0

### Worst rated features:

Archiving & Retention

3.8

Audit Trail

4.0

[See all features](https://www.softwareadvice.com/file-sharing/tresorit-profile/#key-features)

### Basic

€8.33/month

[See full pricing details](https://www.softwareadvice.com/file-sharing/tresorit-profile/#pricing-and-plans)

[Kontainer](https://www.softwareadvice.com/marketing/kontainer-profile/)

4.59

[(288)](https://www.softwareadvice.com/marketing/kontainer-profile/reviews/)

Best for:Content Management

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Kontainer is a digital asset management (DAM) and product information management (PIM) system. It helps companies organize their digital assets, such as product data, images, videos, and size guides, in a centralized platform. Kontainer caters to a range of industries, including fashion, media, and manufacturing. The system streamlines workflows with features like integrations with content management systems, webshops, Office, Adobe, and email marketing. This allows users to automate tasks and minimize errors. Kontainer also offers GDPR-secure rights management, enabling differentiated access control both internally and externally. The system's automated features, such as metadata tagging, image/logo cropping and conversion, and landing page creation, help save time and optimize processes. Kontainer is designed as a centralized system to avoid mistakes, duplicates, and data duplication across the organization. It ensures that all digital assets and product information are maintained in a single, user-friendly platform, providing a visual overview and automating workflows. Kontainer solutions include: - Digital Asset Management - File Management - Custom & AI Tagging - Smart Search - Image bank for PR agencies - PIM - Product Information Management - Custom Formatting & Template Creation - Marketing & PR Tools - GDPR Consent & Compliance Management - Approval Workflows - Sales & Presentation Tools - Custom Landing Page & Brand Features... [Read more](https://www.softwareadvice.com/marketing/kontainer-profile/)

### Best rated features:

Multi-Channel Marketing

5.0

Activity Dashboard

5.0

Data Modeling

5.0

Content Management

4.6

### Worst rated features:

Compliance Management

2.0

[See all features](https://www.softwareadvice.com/marketing/kontainer-profile/#key-features)

### Core

€430.00/month

The Business plan provides access for 25 users and 100GB of storage.

### Professional

€645.00/month

The Professional plan provides access for 250 users and 1TB of storage.

### Premium

€1,065.00/month

The Professional plan provides access for 1000 users and 2TBs of storage.

[See full pricing details](https://www.softwareadvice.com/marketing/kontainer-profile/#pricing-and-plans)

[Fluix](https://www.softwareadvice.com/electronic-data-capture/fluix-profile/)

4.80

[(69)](https://www.softwareadvice.com/electronic-data-capture/fluix-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Fluix is mobile-first inspection management software for field teams that helps complete inspections across various environments, including offline conditions. The platform combines two core products - Docs and Tasks - to cover the full inspection lifecycle, from data capture to task assignment, tracking, and approval. Fluix enables businesses to digitize inspection processes, standardize data collection, and maintain visibility into field operations. It is used in industries such as construction, energy, aviation, and utilities. Companies like Siemens Gamesa, Titan Airlines, and Synergy trust Fluix to increase field intelligence, eliminate manual work, and maintain high standards for safety and compliance. - Web app, iOS, Android - Offline mode - ISO 27 001 and SOC2 certified - Builtin and API-ensured integrations... [Read more](https://www.softwareadvice.com/electronic-data-capture/fluix-profile/)

### Best rated features:

Customizable Reports

5.0

Incident Management

5.0

Document Management

5.0

Report Templates

5.0

[See all features](https://www.softwareadvice.com/electronic-data-capture/fluix-profile/#key-features)

### CREWS

$29.00/month

Ideal for small firms starting with operations automation.

### OPERATIONS

$49.00/month

Recommended for growing crews looking to optimize their field processes.

### ENTERPRIZE

$75.00/month

The right solution for large organizations with unique and complex operations.

[See full pricing details](https://www.softwareadvice.com/electronic-data-capture/fluix-profile/#pricing-and-plans)

[SmartDocs](https://www.softwareadvice.com/cms/smartdocs-profile/)

4.70

[(153)](https://www.softwareadvice.com/cms/smartdocs-profile/reviews/)

Best for:Value for money

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

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 guides, sales proposals, legal contracts, medical and regulatory manuals, audit reports and more. With SmartDocs, businesses can access the version history of edited snippets, upload variables to the content repository and edit their properties. It allows managers to create or edit conditional tags and customize the behavior of conditional content according to individual requirements. Additionally, it lets users manage document assemblies and bulk publish them in various formats such as PDF, Microsoft Word and more. Key features of SmartDocs include usage tracking, status notifications, document snapshots and content map. Pricing is available on annual subscriptions and support is extended via phone, email and other online measures.... [Read more](https://www.softwareadvice.com/cms/smartdocs-profile/)

### Best rated features:

Templates

5.0

Text Editing

5.0

Content Publishing Options

5.0

Document Management

5.0

### Worst rated features:

Version Control

3.8

Customizable Templates

4.0

Search/Filter

4.0

[See all features](https://www.softwareadvice.com/cms/smartdocs-profile/#key-features)

### SmartDocs Professional

$695.00/year

SmartDocs Professional Edition contains all capabilities and features available. Limited access options available in other editions for those in content-consumer roles.... [Read more](https://www.softwareadvice.com/cms/smartdocs-profile/#pricing-and-plans)

### SmartDocs University Training

Custom

Pricing available upon request

SmartDocs is easy-to-use but is also a sophisticated solution that requires proper training. We make that very easy and accessible through our online, on-demand SmartDocs University environment. Designed for both small and large teams of SmartDocs users and to provide both an ongoing, reliable resource and web-based consulting with our experts.... [Read more](https://www.softwareadvice.com/cms/smartdocs-profile/#pricing-and-plans)

[See full pricing details](https://www.softwareadvice.com/cms/smartdocs-profile/#pricing-and-plans)

[Documint](https://www.softwareadvice.com/document-generation/documint-profile/)

4.92

[(36)](https://www.softwareadvice.com/document-generation/documint-profile/reviews/)

### Pricing availability

Free trial: Available

Free version: Available

Software Advice Summary

Documint is a document generation solution that helps enterprises automate the generation of business documents in real-time. The application lets users add custom text, photos, and other elements in documents and modify the template’s layout via a unified portal. It offers a variety of features including data import/export, a drag-and-drop interface, data synchronization, analytics, customizable fields and more. Using an integrated template builder, professionals can design custom templates and store them in a centralized repository for future reference. Additionally, Documint enables employees to share business documents with team members and external stakeholders. Documint comes with an application programming interface (API) and Zapier integration, which allows organizations to connect the system with several third-party applications. Pricing is available on request and support is extended via live chat and documentation.... [Read more](https://www.softwareadvice.com/document-generation/documint-profile/)

### Best rated features:

Document Management

5.0

Document Generation

5.0

Workflow Automation

5.0

Collaboration Tools

4.9

### Worst rated features:

Search/Filter

4.0

Document Storage

4.0

[See all features](https://www.softwareadvice.com/document-generation/documint-profile/#key-features)

### Silver

$49.00/month

### Gold

$149.00/month

### Platinum

$299.00/month

[See full pricing details](https://www.softwareadvice.com/document-generation/documint-profile/#pricing-and-plans)

[Fusebase](https://www.softwareadvice.com/project-management/nimbus-note-profile/)

4.65

[(176)](https://www.softwareadvice.com/project-management/nimbus-note-profile/reviews/)

Best for:Value for money

### Pricing availability

Free trial: Available

Free version: Available

Software Advice Summary

FuseBase: AI-Native Client Portal and Client Collaboration Platform for Client-facing Teams Your clients already have AI. They can complete more routine work themselves, faster and cheaper than before. That changes what they value from agencies, consultants, professional services firms, sales teams, customer success teams, support teams, RevOps, onboarding, implementation, and operations teams. FuseBase helps client-facing businesses move from legacy portals, scattered tools, and manual service delivery to AI-native client operations: a governed operating model where client work becomes visible, repeatable, easier to deliver, and easier to productize under your own brand. Use FuseBase to improve delivery, increase client stickiness, and turn expertise into recurring revenue. What FuseBase Helps You Do: - Run branded client portals, onboarding hubs, deal rooms, partner workspaces, knowledge bases, approvals, and secure client collaboration in one environment. - Give clients clear status, next steps, files, deliverables, and approvals without exposing your internal back office. - Standardize repeatable client workflows across sales, onboarding, implementation, support, customer success, operations, and professional services. - Turn proven workflows into reusable client systems, portal modules, workflow packs, client-facing apps, paid modules, and white-labeled solutions under your brand. - Keep existing tools where they work while standardizing the client-facing foundation with roles, permissions, secure files, dashboards, integrations, and AI-assisted operations. What Sets FuseBase Apart: Traditional client portals store information. PM tools organize internal work. Automation tools connect predefined steps. Generic AI builders create apps. FuseBase is built for the trust boundary of client-facing work: internal control, external simplicity, secure permissions, approvals, workflow state, client accounts, branded environments, and human-approved AI-assisted execution. Clients get simplicity. Your team gets control. FuseBase handles the foundation in between. Since 2014, FuseBase has helped teams adapt through shifts in collaboration, portals, AI, and client-facing apps. Today, FuseBase gives client-facing businesses a foundation to operate, productize, and grow in the AI-native era.... [Read more](https://www.softwareadvice.com/project-management/nimbus-note-profile/)

### Best rated features:

@mentions

5.0

Real Time Editing

5.0

Sub-Task Management

5.0

Real-Time Notifications

5.0

### Worst rated features:

Knowledge Base Management

3.3

Reminders

3.7

[See all features](https://www.softwareadvice.com/project-management/nimbus-note-profile/#key-features)

### Free

$0.00/month

Streamline your professional and personal life. For teams and individuals to start organizing everything.... [Read more](https://www.softwareadvice.com/project-management/nimbus-note-profile/#pricing-and-plans)

### Solo

$32.00/month

Close more deals with 1 client portal, 1000 AI requests and a customizable internal workspace.

### Essentials

$82.00/month

FuseBase scales as your business grows! Set up 10 client portals and watch it do the job for you, with 10,000 automation runs included.... [Read more](https://www.softwareadvice.com/project-management/nimbus-note-profile/#pricing-and-plans)

[See full pricing details](https://www.softwareadvice.com/project-management/nimbus-note-profile/#pricing-and-plans)

[FileInvite](https://www.softwareadvice.com/electronic-signature/fileinvite-profile/)

4.72

[(99)](https://www.softwareadvice.com/electronic-signature/fileinvite-profile/reviews/)

### Pricing availability

Free trial: Not available

Free version: Not available

Software Advice Summary

FileInvite is a document collection solution built to streamline how businesses gather documents, signatures, and client data. Designed with the needs of financial services and lending teams in mind, FileInvite provides a secure client portal that simplifies document intake from any device. It features online forms with digital signing, reusable templates, and automated reminders to reduce follow-ups and accelerate processing. An intuitive admin dashboard gives teams full visibility and control over document requests, while integrations with platforms like Salesforce, HubSpot, SharePoint, Google Drive, and more enable seamless workflows with existing systems. Trusted by banks, credit unions, and professional service firms, FileInvite helps reduce loan cycle times, save hours of admin per week, and maintain compliance with SOC 2 Type 2 and GDPR standards.... [Read more](https://www.softwareadvice.com/electronic-signature/fileinvite-profile/)

### Best rated features:

Customizable Templates

5.0

Pipeline Management

5.0

Document Generation

5.0

Self Service Portal

5.0

### Worst rated features:

Customizable Branding

3.0

[See all features](https://www.softwareadvice.com/electronic-signature/fileinvite-profile/#key-features)

[Dokmee ECM](https://www.softwareadvice.com/cms/dokmee-profile/)

4.71

[(119)](https://www.softwareadvice.com/cms/dokmee-profile/reviews/)

Best for:Features

### Pricing availability

Free trial: Available

Free version: Not available

Software Advice Summary

Dokmee from OfficeGemini is a enterprise content 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, audit logs and periodic backups. Dokmee also provides a variety of functions such as document capture and storage, text-based searchability, file retrieval and sharing. It integrates with a variety of third-party business applications including SAP, SalesForce, Quickbooks and MS Office. The user restriction feature allows document owners to set file and folder level restrictions to limit document accessibility by others. Dokmee is used across various industry verticals, including finance, legal, healthcare, insurance, education and real estate. The desktop version can be purchased for a one-time license fee while the cloud version can be purchased on a monthly or annual subscription basis. The maintenance plan includes support via phone and email.... [Read more](https://www.softwareadvice.com/cms/dokmee-profile/)

### Best rated features:

Metadata Management

5.0

Digital Asset Management

5.0

Configurable Workflow

5.0

Document Review

5.0

### Worst rated features:

Audit Trail

4.0

Content Library

4.0

[See all features](https://www.softwareadvice.com/cms/dokmee-profile/#key-features)

1

[2](https://www.softwareadvice.com/cms/records-management-comparison/?page=2)[3](https://www.softwareadvice.com/cms/records-management-comparison/?page=3)[4](https://www.softwareadvice.com/cms/records-management-comparison/?page=4)[5](https://www.softwareadvice.com/cms/records-management-comparison/?page=5)[6](https://www.softwareadvice.com/cms/records-management-comparison/?page=6)[7](https://www.softwareadvice.com/cms/records-management-comparison/?page=7)

## Popular Comparisons

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Microsoft SharePoint vs Microsoft 365

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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?](#WhatIsRecordsManagementSoftware)

[Common Features of Records Management Systems](#CommonFeaturesofRecordsManagementSystems)

[Advice for Choosing Records Management Software](#AdviceforChoosingRecordsManagementSoftware)

## 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](https://www.softwareadvice.com/category/722-document-management/), 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](https://www.softwareadvice.com/crm/customer-service-comparison/), 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](https://www.softwareadvice.com/cms/docufree-profile/)

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](https://www.softwareadvice.com/category/722-document-management/). 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.