Finding software can be overwhelming. We've helped many companies choose the right records management software to improve processes, increase accuracy and save time.

Showing 1-20 of 97 products

eFileCabinet

eFileCabinet is a document management solution (DMS) that is suitable for companies of all sizes and in a wide range of industries such as accounting and financial services, manufacturing and healthcare. The solution can be hosted... Read more

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Recent recommendations: 49 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Box

Box is a cloud content management platform for companies of all sizes and industries. It offers security and controls for admins as well as sharing and collaboration capabilities for end users across the globe. The Box platform allows... Read more

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Recent recommendations: 23 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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NAVEX Global

NAVEX Global is a fully integrated compliance management system that allows businesses to consolidate their entire GRC program onto a scalable cloud-based platform. The suite of GRC software and training tools offers functionality... Read more

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Recent recommendations: 22 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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M-Files

M-Files is a content management tool that helps users organize, manage and track documents and information. The solution is suitable for small and large businesses in multiple industries. On-premise, cloud-based and hybrid deployments... Read more

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Recent recommendations: 17 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Centralpoint

Centralpoint by Oxcyon is a content management solution that can be installed on-premise or accessed on the cloud from any mobile device with an internet connection.The modular applications can be deployed in a configuration that suits... Read more

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Recent recommendations: 13 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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ViewCenter ECM Suite

ViewCenter by ICM Document Solutions is an enterprise-level content and document management system designed for businesses looking to automate and streamline the storage of their critical records. The program is web-based, allowing... Read more

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Recent recommendations: 13 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Contentverse

Contentverse is a cloud-based content management system designed to work on desktop and mobile devices. It is suitable for large and midsize businesses in all industries and allows users to upload, store and edit documents, search... Read more

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Recent recommendations: 11 recommendations

Platforms: MacWinLinux
Deployments: On premise
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Document Locator

Document Locator is enterprise document management software that is uniquely integrated into Microsoft Windows. The platform is integrated with Microsoft Office and other business applications, and works directly inside of Windows... Read more

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Recent recommendations: 9 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Dokmee

Dokmee from OfficeGemini is a document management solution for businesses of all sizes. It can be installed on-premises as well as hosted on the cloud. Key features include document management, multi-user access, file and folder restrictions,... Read more

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Recent recommendations: 8 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Workfront

Workfront (formerly AtTask) is a cloud-based project management solution that helps teams to prioritize, route, manage and report on their work. It is suitable for businesses of any size and industry including IT, architecture and... Read more

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Recent recommendations: 5 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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HotDocs

HotDocs is a document automation solution designed for businesses of any size or type. It enables users to convert frequently used documents and forms into ready-to-use templates to automate customer documentation. The solution offers... Read more

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Recent recommendations: 3 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Brandfolder

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

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Recent recommendations: 2 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Widen Collective

Widen Collective is a cloud-based digital asset management solution designed to support the content lifecycle from creation to distribution.  The product offers a centralized library to manage images, documents, audio and video files... Read more

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Recent recommendations: 1 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Libris

Libris by PhotoShelter is a cloud-based digital asset managemnt solution for businesses in many industries. Users can upload, organize and share digital assets such as photos, videos and more, with no limit on asset size. Users can... Read more

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Recent recommendations: 1 recommendations

Platforms: MacWinLinux
Deployments: Cloud, On premise
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Synergize

Synergize is a document management solution designed for large and midsize transportation businesses. It offers business process management, image capturing, workflow management tools and records management. The software is available... Read more

Platforms: Win
Deployments: On premise
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Doc.It Suite

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

Platforms: Win
Deployments: On premise
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Dropbox

Dropbox is a cloud-based file sharing software system that caters to individuals and businesses of all sizes. This solution allows users to share files and send file requests to people even if they don’t have a Dropbox account.... Read more

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Wordpress

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

Platforms: MacWinLinux
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OneDrive

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

Platforms: MacWinLinux
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Microsoft SharePoint

Microsoft Sharepoint is a knowledge and content management system (CMS). The product also provides collaboration tool capabilities. The solution offers typical CMS features like document and digital asset management, case and contract... Read more

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Buyers guide


Last Updated: June 1, 2019

You might assume that records management and document management are the same thing. After all, the terms “records” and “documents” are often used interchangeably. However, that doesn’t mean they are the same. And if you want to protect your business from legal, regulatory or compliance problems, you really should know the difference.

Records are a specific type of document or file, which can be either physical (paper) or digital. What sets records apart is the fact that they can be used as legal proof that something (or some relationship) exists or existed at the time the record was created. The preservation and management of records is an absolutely critical aspect of businesses that rely on them. Records management software ensures that nothing is lost or overlooked.

In this Buyer’s Guide, we’ll focus on records management software and discusses the following topics:

What Is Records Management Software?
Common Features of Records Management Systems
Advice for Choosing Records Management Software

What Is Records Management Software?

A records management system serves two general functions. The first, discussed below, is to ensure that a company meets legal and regulatory requirements.

But records management systems also serves a more general function: They greatly simplify the many workflow processes required to create, distribute and maintain accurate records. They have this in common with (the more general purpose) document management software, and for this reason there are many similarities between the two.

As mentioned above, records are a very specific type of document that can serve as legal proof or evidence. (Think of it like squares and rectangles: a record is a type of document, but not all documents are records.) As such, records are often necessary in order to prove compliance with regulations and laws.

In some industries, compliance must be shown at periodic intervals. For example, a food distributor uses records to demonstrate compliance with food safety regulations and may need to do so every year or every quarter, as mandated by local regulations.

In other cases, records may not be requested until after an incident. If a worker gets injured at work, for example, a resulting lawsuit could compel the employer to demonstrate that safety guidelines were followed. Without the appropriate records showing that the safety guidelines were in place, the business could be exposed to increased liability.

Common Features of Records Management Systems

Many vendors offer records management software, and there can be substantial differences among their offerings. However, there are some basic features that are common to most records management systems.

To give you a better understanding of the core functionality, we've created a table outlining those most common features.

Inventory management The core feature of a records management system. Includes basic functions, such as scanning, duplicating, sending and saving, as well as more advanced functions, such as automation based on a company’s retention and classification policies.
Search tools Make sure employees can find the correct records when they’re needed. These usually work with a variety of search operators or content fields, so users can locate a record even if they only know, for example, the record’s date of production or last use.
Compliance tracking Assists with ensuring records are maintained (updated) as required by law or company policy. A compliance tracking function might, for example, issue periodic alerts that certain records need to be updated, modified or replaced.
System of record Used to organize multiple versions of the same record, ensuring that the master copy reflects any changes made to other versions and lets administrators track changes and record ownership as records move through an organization.
Retention and classification tools Retention tools ensure documents are saved in the system for as long as needed, either as required by law or company policy. Classification tools help automate the organization, storage and retrieval of records by grouping them into categories depending on their business function.

Advice for Choosing Records Management Software

Choose the wrong