--- title: "Best Records Management Software - 2026 Reviews & Pricing" description: "Find the best Records Management Software for your organization. Compare top Records Management Software systems with customer reviews, pricing, and free demos." source_url: "https://www.softwareadvice.com/cms/records-management-comparison/" page_type: "subcategory" language: "en" --- [Home](https://www.softwareadvice.com/) / Records Management Software Software Advice offers objective insights based on verified user reviews and independent product and market research. When our advisors match you to a software provider, we may earn a referral fee. # Best Records Management Software of 2026 Updated November 9, 2026 On this page 1. Popular Comparisons 2. Buyers Guide Filter products 159 results ### Compare Products Showing 1 - 25 of 159 products #### Company Size - Self-Employed - 2-10 - 11-50 - 51-200 - 201-500 - 501-1000 - 1000+ #### Pricing Options - $$$$$ - $$$$$ - $$$$$ - $$$$$ - $$$$$ ### Compare Products Sort by **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. ### [Centralpoint](/crm/centralpoint-profile/) - Overall rating: 4.6/5 - Reviews: 9 - Starting price: $500.00/month - Free trial: Available - Free demo: Not available #### Overview 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 [Read more](/crm/centralpoint-profile/) #### Features ##### Best rated features - Data Import/Export: 5/5 - Mobile Access: 4/5 - Electronic Signature: 4/5 - Web Forms: 3/5 [See all features](/crm/centralpoint-profile/#key-features) #### Pricing ##### Basic - Price: $500.00/month [See full pricing details](/crm/centralpoint-profile/#pricing-and-plans) --- ### [FileHold](/cms/filehold-profile/) - Overall rating: 4.7/5 - Reviews: 56 - Starting price: $50.00/month - Free trial: Available - Free demo: Not available #### Overview FileHold Enterprise: Powerful Document Management for Large Organizations! FileHold Enterprise is a comprehensive document management solution designed to help large organizations [Read more](/cms/filehold-profile/) #### Features ##### Best rated features - Customizable Reports: 5/5 - Document Storage: 4.7/5 - Data Import/Export: 4.7/5 - Content Management: 4.6/5 ##### Worst rated features - Document Capture: 3.3/5 - Third-Party Integrations: 3.5/5 - Offline Access: 4/5 [See all features](/cms/filehold-profile/#key-features) #### Pricing ##### FileHold Express - Price: $50.00/month - FileHold Express is designed for organizations with 5 to 20 users. Pricing starts at a minimum of ##### FileHold Enterprise - Price: Custom - Pricing available upon request - FileHold software can be installed on your own premises or private cloud or FileHold can supply a [See full pricing details](/cms/filehold-profile/#pricing-and-plans) --- ### [Laserfiche](/cms/laserfiche-profile/) - Overall rating: 4.5/5 - Reviews: 84 - Starting price: $50.00/month - Free trial: Available - Free demo: Available #### Overview Laserfiche is a cloud-based and on-premise document management platform suitable for businesses of all sizes in industries such as accounting, construction, education, real estate, [Read more](/cms/laserfiche-profile/) #### Features ##### Best rated features - Full Text Search: 5/5 - No-Code: 5/5 - Document Classification: 5/5 - Offline Access: 5/5 ##### Worst rated features - Configurable Workflow: 3/5 - Data Import/Export: 3.5/5 - Activity Tracking: 3.5/5 [See all features](/cms/laserfiche-profile/#key-features) #### Pricing ##### Cloud - Starter - Price: $50.00/month - Up to 1 user ##### Cloud - Professional - Price: $69.00/month - Up to 5 users ##### Custom - Business - Price: $79.00/month - Up to 25 users [See full pricing details](/cms/laserfiche-profile/#pricing-and-plans) --- ### [Revver](/cms/revver-profile/) - Overall rating: 4.4/5 - Reviews: 1,026 - Starting price: $25.00/month - Best for: Small businesses - Free trial: Available - Free demo: Available #### Overview Revver is a cloud-based document management solution that helps businesses organize, find, sign and share digital documents on a unified interface. New Revver users get unlimited [Read more](/cms/revver-profile/) ##### What users love - Automated and organized file handling - Responsive and helpful support team - Efficient document workflow automation ##### To take in mind - Steep learning curve and usability issues - Expensive for small businesses - Limited and slow search functionality #### Features ##### Best rated features - Revision History: 5/5 - Annotations: 5/5 - Access Expiration Management: 5/5 - Activity Tracking: 5/5 [See all features](/cms/revver-profile/#key-features) #### Pricing ##### Guest User - Price: Custom - Pricing available upon request ##### Basics - Price: $25.00/month ##### Essentials - Price: $67.00/month [See full pricing details](/cms/revver-profile/#pricing-and-plans) --- ### [Conga Composer](/cms/conga-document-generation-profile/) - Overall rating: 4.4/5 - Reviews: 118 - Best for: Customer support - Free trial: Available - Free demo: Not available #### Overview 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 [Read more](/cms/conga-document-generation-profile/) #### Features ##### Best rated features - Engagement Tracking: 5/5 - Audit Trail: 5/5 - Knowledge Base Management: 5/5 - Email Management: 5/5 ##### Worst rated features - File Recovery: 2.8/5 [See all features](/cms/conga-document-generation-profile/#key-features) #### Pricing ##### Custom - Price: Custom - Pricing available upon request [See full pricing details](/cms/conga-document-generation-profile/#pricing-and-plans) --- ### [Acquia DAM (Widen)](/marketing/widen-collective-profile/) - Overall rating: 4.4/5 - Reviews: 323 - Best for: Value for money - Free trial: Available - Free demo: Available #### Overview 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, [Read more](/marketing/widen-collective-profile/) ##### What users love - Responsive and knowledgeable support team - Continuous improvement from user input - Centralized and flexible asset control ##### To take in mind - Occasional slow system response #### Features ##### Best rated features - Video Editing: 5/5 - Video Archiving: 5/5 - Video Streaming: 5/5 - Video Creation: 5/5 ##### Worst rated features - Reporting/Analytics: 2/5 - File Recovery: 2.5/5 - Compliance Tracking: 2.7/5 [See all features](/marketing/widen-collective-profile/#key-features) #### Pricing ##### Basic - Price: Custom - Pricing available upon request [See full pricing details](/marketing/widen-collective-profile/#pricing-and-plans) --- ### [Optix](/product/118419-Optix/) - Overall rating: 4.9/5 - Reviews: 15 - Starting price: $276.00/month - Free trial: Available - Free demo: Not available #### Overview 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 [Read more](/product/118419-Optix/) #### Features ##### Best rated features - Full Text Search: 5/5 - File Sharing: 5/5 - Document Capture: 5/5 - Access Controls/Permissions: 5/5 [See all features](/product/118419-Optix/#key-features) #### Pricing ##### Basic - Price: $276.00/month [See full pricing details](/product/118419-Optix/#pricing-and-plans) --- ### [Contentverse](/cms/contentverse-profile/) - Overall rating: 4.1/5 - Reviews: 19 - Starting price: $40.00/month - Free trial: Available - Free demo: Not available #### Overview 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! • [Read more](/cms/contentverse-profile/) #### Pricing ##### Subscription - Price: $40.00/month ##### Perpetual - Price: Custom - Pricing available upon request [See full pricing details](/cms/contentverse-profile/#pricing-and-plans) --- ### [PhotoShelter for Brands](/cms/libris-profile/) - Overall rating: 4.5/5 - Reviews: 253 - Starting price: $10,000.00/year - Best for: Customer support - Free trial: Not available - Free demo: Not available #### Overview PhotoShelter is a powerful DAM solution that helps you manage your digital content with ease. From organizing and distributing assets to collaborating with your team and automating [Read more](/cms/libris-profile/) #### Features ##### Best rated features - Asset Library: 5/5 - Mobile Access: 5/5 - Asset Sharing: 5/5 - Access Controls/Permissions: 5/5 ##### Worst rated features - File Conversion: 3/5 - Version Control: 3.5/5 - Activity Tracking: 3.6/5 [See all features](/cms/libris-profile/#key-features) --- ### [Brandfolder](/digital-rights-management/brandfolder-profile/) - Overall rating: 4.7/5 - Reviews: 454 - Best for: Document Storage - Free trial: Not available - Free demo: Not available #### Overview 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 [Read more](/digital-rights-management/brandfolder-profile/) #### Features ##### Best rated features - Artwork Management: 5/5 - Fulfillment Distribution: 5/5 - Content Library: 5/5 - Customizable Templates: 5/5 ##### Worst rated features - Content Publishing Options: 3/5 - Activity Tracking: 3.5/5 - Tagging: 3.5/5 [See all features](/digital-rights-management/brandfolder-profile/#key-features) --- ### [Fluix](/electronic-data-capture/fluix-profile/) - Overall rating: 4.8/5 - Reviews: 69 - Starting price: $29.00/month - Free trial: Available - Free demo: Not available #### Overview Fluix is mobile-first inspection management software for field teams that helps complete inspections across various environments, including offline conditions. The platform [Read more](/electronic-data-capture/fluix-profile/) #### Features ##### Best rated features - Report Templates: 5/5 - Customizable Reports: 5/5 - Risk Assessment: 5/5 - Audit Trail: 5/5 [See all features](/electronic-data-capture/fluix-profile/#key-features) #### Pricing ##### CREWS - Price: $29.00/month - Ideal for small firms starting with operations automation. ##### OPERATIONS - Price: $49.00/month - Recommended for growing crews looking to optimize their field processes. ##### ENTERPRIZE - Price: $75.00/month - The right solution for large organizations with unique and complex operations. [See full pricing details](/electronic-data-capture/fluix-profile/#pricing-and-plans) --- ### [Tresorit](/file-sharing/tresorit-profile/) - Overall rating: 4.8/5 - Reviews: 130 - Starting price: €8.33/month - Best for: Small businesses - Free trial: Available - Free demo: Not available #### Overview 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 [Read more](/file-sharing/tresorit-profile/) #### Features ##### Best rated features - Two-Factor Authentication: 5/5 - Email Management: 5/5 - Data Synchronization: 5/5 - Content Management: 5/5 ##### Worst rated features - Archiving & Retention: 3.8/5 - Audit Trail: 4/5 [See all features](/file-sharing/tresorit-profile/#key-features) #### Pricing ##### Basic - Price: €8.33/month [See full pricing details](/file-sharing/tresorit-profile/#pricing-and-plans) --- ### [SmartDocs](/cms/smartdocs-profile/) - Overall rating: 4.7/5 - Reviews: 154 - Starting price: $695.00/year - Best for: Ease of use - Free trial: Available - Free demo: Not available #### Overview 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 [Read more](/cms/smartdocs-profile/) #### Features ##### Best rated features - Text Editing: 5/5 - Templates: 5/5 - Document Management: 5/5 - Data Import/Export: 5/5 ##### Worst rated features - Version Control: 3.8/5 - Search/Filter: 4/5 - Customizable Templates: 4/5 [See all features](/cms/smartdocs-profile/#key-features) #### Pricing ##### SmartDocs Professional - Price: $695.00/year - SmartDocs Professional Edition contains all capabilities and features available. Limited access ##### SmartDocs University Training - Price: Custom - Pricing available upon request - SmartDocs is easy-to-use but is also a sophisticated solution that requires proper training. We make [See full pricing details](/cms/smartdocs-profile/#pricing-and-plans) --- ### [Legito](/cms/legito-profile/) - Overall rating: 4.9/5 - Reviews: 33 - Starting price: $0.00 - Free trial: Available - Free demo: Not available #### Overview Processes. People. Documents. No code automation platform designed for compliance, HR, legal, operations, procurement, sales and sourcing teams Legito Workspace Brings Everything [Read more](/cms/legito-profile/) #### Features ##### Best rated features - Collaboration Tools: 5/5 - Document Storage: 5/5 - Corrective and Preventive Actions (CAPA): 5/5 - Third-Party Integrations: 5/5 ##### Worst rated features - Secure Data Storage: 4/5 - Digital Signature: 4/5 [See all features](/cms/legito-profile/#key-features) #### Pricing ##### Lite (Free) - Price: $0.00 - Document Automation, Document Lifecycle Management, and eSignatures for small businesses. ##### Team - Price: $1,200.00/month - End-to-end solution for enterprise teams. 10 users included and costs $80/month for each additional ##### Enterprise - Price: Custom - Pricing available upon request - This plan allows unlimited users. Robust solution with enterprise-grade features. [See full pricing details](/cms/legito-profile/#pricing-and-plans) --- ### [Vitrium Security](/digital-rights-management/vitrium-profile/) - Overall rating: 4.7/5 - Reviews: 77 - Starting price: $500.00/month - Free trial: Available - Free demo: Not available #### Overview Vitrium is a cloud-based document management and digital rights management (DRM) solution that empowers businesses to securely store and share confidential sensitive files with [Read more](/digital-rights-management/vitrium-profile/) #### Features ##### Best rated features - Digital Distribution Management: 5/5 - Activity Dashboard: 5/5 - Content Publishing Options: 5/5 - Audio/Video Protection: 5/5 ##### Worst rated features - Collaboration Tools: 2.5/5 - API: 3/5 - Metadata Management: 3/5 [See all features](/digital-rights-management/vitrium-profile/#key-features) #### Pricing ##### Basic - Price: $500.00/month [See full pricing details](/digital-rights-management/vitrium-profile/#pricing-and-plans) --- ### [Diliforce](/product/324604-Diliforce/) - Overall rating: 4.8/5 - Reviews: 25 - Starting price: $9.50/month - Free trial: Available - Free demo: Not available #### Overview Diliforce — Governance Cloud for Every Company. Everywhere. Diliforce is an AI-powered governance cloud designed to replace fragmented tools with one secure, unified platform. It [Read more](/product/324604-Diliforce/) #### Features ##### Best rated features - Document Storage: 5/5 - Secure Data Storage: 5/5 - Data Import/Export: 5/5 - Reporting/Analytics: 5/5 ##### Worst rated features - Meeting Notes: 3/5 [See all features](/product/324604-Diliforce/#key-features) #### Pricing ##### Standard - Price: $9.50/month - Better governance for everyone. Billed annually. ##### Advanced - Price: $27.00/month - Optimized features for mid-size companies. Min 5 users. Billed annually. ##### Custom - Price: Custom - Pricing available upon request [See full pricing details](/product/324604-Diliforce/#pricing-and-plans) --- ### [BoostHQ](/file-sharing/boosthq-profile/) - Overall rating: 4.8/5 - Reviews: 10 - Free trial: Available - Free demo: Not available #### Overview BoostHQ is a cloud-based knowledge sharing solution that caters to midsize and large businesses and lets users share links, files and discussions. Key features include multimedia [Read more](/file-sharing/boosthq-profile/) #### Pricing ##### Basic - Price: Custom - Pricing available upon request [See full pricing details](/file-sharing/boosthq-profile/#pricing-and-plans) --- ### [Hygraph](/cms/graphcms-profile/) - Overall rating: 4.7/5 - Reviews: 11 - Starting price: $49.00/month - Free trial: Available - Free demo: Not available #### Overview GraphCMS is a headless CMS solution designed to help businesses in the eCommerce, hospitality, publications and other industries manage and distribute content across multiple [Read more](/cms/graphcms-profile/) #### Features ##### Best rated features - API: 4.5/5 - Content Publishing Options: 4/5 - Content Management: 4/5 - Access Controls/Permissions: 4/5 ##### Worst rated features - A/B Testing: 3/5 - De-Coupled Front & Back Ends: 3/5 - Text Editing: 3/5 - Collaboration Tools: 3/5 [See all features](/cms/graphcms-profile/#key-features) #### Pricing ##### Basic - Price: $49.00/month [See full pricing details](/cms/graphcms-profile/#pricing-and-plans) --- ### [Orange Logic](/product/342079-Cortex/) - Overall rating: 4.8/5 - Reviews: 10 - Starting price: $60,000.00/year - Free trial: Not available - Free demo: Not available #### Overview Orange Logic is an enterprise digital asset management and media asset management platform that delivers agentic content orchestration. Purpose-built for enterprises where content [Read more](/product/342079-Cortex/) #### Features ##### Best rated features - Drag & Drop: 5/5 - Full Text Search: 5/5 - Image Editing: 5/5 - Content Management: 5/5 ##### Worst rated features - Document Management: 4/5 - Asset Categorization: 4/5 - Task Management: 4/5 - Commenting/Notes: 4/5 [See all features](/product/342079-Cortex/#key-features) --- ### [Kontent.ai](/cms/kontico-kontent-profile/) - Overall rating: 4.5/5 - Reviews: 52 - Free trial: Available - Free demo: Not available #### Overview Kontent.ai’s mission is to help the world’s leading organizations achieve an unparalleled return on their content. In the industry’s first AI-powered CMS, content teams plan, [Read more](/cms/kontico-kontent-profile/) #### Features ##### Best rated features - Access Control: 5/5 - API: 4.7/5 - Website Management: 4.7/5 - De-Coupled Front & Back Ends: 4.6/5 ##### Worst rated features - Search/Filter: 2/5 - Full Text Search: 2/5 - Image Editing: 3/5 [See all features](/cms/kontico-kontent-profile/#key-features) #### Pricing ##### Only pay for what you need - Price: Custom - Pricing available upon request - No complicated tiers. No excessive add-ons. No unexpected price jumps. [See full pricing details](/cms/kontico-kontent-profile/#pricing-and-plans) --- ### [Iceportal Content](/product/120796-Iceportal-Content/) - Overall rating: 5/5 - Reviews: 1 - Free trial: Not available - Free demo: Not available #### Overview IcePortal is a cloud-based content management system, which helps businesses across hospitality, retail and food industry curate, distribute and share video and image files across [Read more](/product/120796-Iceportal-Content/) #### Features ##### Most popular features - Content Publishing Options - Text Editing - Inventory Management - Access Controls/Permissions - SEO Management [See all features](/product/120796-Iceportal-Content/#key-features) --- ### [Butter CMS](/cms/buttercms-profile/) - Overall rating: 4.7/5 - Reviews: 3 - Starting price: $119.00/month - Free trial: Available - Free demo: Not available #### Overview ButterCMS is a cloud-based content management system that helps businesses design and manage webpages, blogs and marketing sites for eCommerce, SaaS and marketplaces. The platform [Read more](/cms/buttercms-profile/) #### Features ##### Best rated features - Audio File Management: 5/5 - Access Controls/Permissions: 5/5 - Document Classification: 5/5 - Document Management: 5/5 [See all features](/cms/buttercms-profile/#key-features) #### Pricing ##### Basic - Price: $119.00/month ##### Startup - Price: $239.00/month - Great for quickly launching a full marketing site for your startup. ##### Small Business - Price: $449.00/month - For marketing teams to scale content, SEO and run promotions globally. [See full pricing details](/cms/buttercms-profile/#pricing-and-plans) --- ### [Lytho Digital Asset Management](/cms/brandifyer-profile/) - Overall rating: 4.6/5 - Reviews: 15 - Starting price: $569.00 - Free trial: Not available - Free demo: Not available #### Overview Lytho is ditching the "that's how it's always been done" process to create space for artistry in your creative project and asset management. We're simplifying your work. With our [Read more](/cms/brandifyer-profile/) #### Features ##### Best rated features - Asset Sharing: 5/5 - Version Control: 5/5 - Workflow Management: 5/5 - Asset Library: 5/5 ##### Worst rated features - Access Controls/Permissions: 3.8/5 - Collaboration Tools: 4/5 [See all features](/cms/brandifyer-profile/#key-features) --- ### [R2 Docuo](/file-sharing/r2-docuo-profile/) - Overall rating: 4.6/5 - Reviews: 14 - Starting price: €12.00/month - Free trial: Not available - Free demo: Not available #### Overview R2 Docuo is a business management software platform designed to centralize contracts, invoices, proposals, documents, case files, and workflows within a single system. It is used [Read more](/file-sharing/r2-docuo-profile/) #### Features ##### Best rated features - Task Management: 5/5 - Real-Time Notifications: 5/5 - Electronic Signature: 4.5/5 - Document Storage: 4.5/5 ##### Worst rated features - Access Controls/Permissions: 2/5 - Content Management: 3/5 - File Sharing: 3.5/5 - Workflow Configuration: 4/5 [See all features](/file-sharing/r2-docuo-profile/#key-features) --- ### [Kontainer](/marketing/kontainer-profile/) - Overall rating: 4.6/5 - Reviews: 304 - Starting price: €430.00/month - Best for: Content Management - Free trial: Available - Free demo: Not available #### Overview 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, [Read more](/marketing/kontainer-profile/) #### Features ##### Best rated features - Multi-Channel Marketing: 5/5 - Data Modeling: 5/5 - Activity Dashboard: 5/5 - Content Management: 4.6/5 ##### Worst rated features - Full Text Search: 3/5 [See all features](/marketing/kontainer-profile/#key-features) #### Pricing ##### Core - Price: €430.00/month - The Business plan provides access for 25 users and 100GB of storage. ##### Professional - Price: €645.00/month - The Professional plan provides access for 250 users and 1TB of storage. ##### Premium - Price: €1,065.00/month - The Professional plan provides access for 1000 users and 2TBs of storage. [See full pricing details](/marketing/kontainer-profile/#pricing-and-plans) --- 1 [2](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=2)[3](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=3)[4](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=4)[5](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=5)[6](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=6)[7](https://www.softwareadvice.com/cms/records-management-comparison/?__ai_markdown=true&page=7) ## Popular Comparisons [ Microsoft 365 vs Google Workspace ](https://www.softwareadvice.com/marketing/google-workspace-profile/vs/microsoft-365/)[ Microsoft SharePoint vs Dropbox ](https://www.softwareadvice.com/file-sharing/dropbox-profile/vs/microsoft-sharepoint/)[ Adobe Acrobat vs Box ](https://www.softwareadvice.com/content-collaboration/adobe-acrobat-dc-profile/vs/box/)[ Confluence vs LibreOffice ](https://www.softwareadvice.com/project-management/confluence-profile/vs/libreoffice/)[ WordPress vs Joomla ](https://www.softwareadvice.com/cms/joomla-profile/vs/wordpress/)[ Revver vs Brandfolder ](https://www.softwareadvice.com/digital-rights-management/brandfolder-profile/vs/revver/) 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. | Feature | Description | | --- | --- | | 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 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.