Document Management Systems
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M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve…
Diligent’s Board & Leadership Collaboration solution is built to provide organizations everything they need to drive digitization and operational excellence for board, committee, and executive meetings. Directors and executives can leverage real-time communication, secure…
Tungsten Power PDF (formerly Kofax) is a solution to manage PDFs for businesses and individuals available with a one-time purchase with no subscription fees. It has a built-in eSignature integration with SignDoc and DocuSign for a complete end-to-end document lifecycle workflow.Benefits…
pdfFiller is a comprehensive online document management platform that provides businesses with the services of form-building, PDFs editing and e-signing. The vendor says their tools help businesses to streamline document management, make workflows fully paperless, freeing up time…
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Wizard Legal is a platform for delivering tailored legal documents specifically designed for the Indian legal landscape. Its range of documents caters to the diverse needs of individuals and companies seeking reliable and legally compliant solutions. The vendor states their documents…
Filedoc is a proven document management and process automation software, with thousands of installations. The Filedoc platform provides a set of capabilities for capturing information, managing and filing documents, processing content, controlling and automating workflows, and integrating…
Zelite focuses on solving complex document management problems for diverse industries. Classeur Document Management System software help companies to manage, process and collaborate on large volumes of project documents and information. This software reduces information management…
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SG LoadProof is a Centralized Enterprise Photo/Video Document System on Cloud for Supply Chain. SG LP is built on the fact that photos & videos are vital docs as important as POs/SOs/Legal Contracts/Fulfillment Orders that reside in ERP/WMS/TMS systems, that serve as compelling…
MeisterNote is note taking software, from MeisterLabs. It features content creation and editing capabilities, alongside collaborative functionality, supporting online documentation and team information processing. Suggested use cases are team knowledge bases, meeting management, internal…
Mango Practice Management (formerly ImagineTime), now from ProfitSolv, includes time and billing software for firms with add-on modules for due date tracking, document management, calendar and client relationship management, and integration with QuickBooks and tax software. Its focus…
CenterDevice is a document management system from the company of the same name in Bonn.
memoresa is an online platform on the web with a corresponding app that allows users to manage contracts, insurance, and pension documents, from the company of the same name in Leipzig.
fileee is a document management system, from the company of the same name in Münster, presented as a digital vault for important documents and a platform for paperless communication with relevant companies, authorities and other third parties. The AI-based assistant, the fileee app,…
RIB Project is a collaborative document management solution for construction.RIB Project helps users manage and share project information from precon to closeout. Connect disperse teams and collaborate across disciplines and stakeholders, and communicate. A solution for documentation,…
SpecLink is building product specification software, used to create specs with editing tasks, improve spec coordination, synchronize specs with BIM models, simplify sustainable design certification, and transition from outline to short-form to full specs.
Resware workflow automation, from Qualia, is designed for businesses with the vision and resources to build custom solutions. Action-based tasks and custom home screens enable users to prioritize activities based on role, product, customer, and county. And document customizations…
Evolve Mortgage Services is a provider of outsourced mortgage solutions headquartered in Frisco, Texas. Their technology supports conventional, FHA, VA, USDA, and non-QM loan types and is continuously being improved with input from customers. Evolve’s proprietary ecosystem lets users…
Solex by Docutech is a platform enabling lenders to embrace digital lending, and when integrated with the ConformX dynamic document generation engine, Solex enables every loan to be as “e” as it can be. Now lenders can choose the solution that is right for their unique strategy, from…
Kojensi is a secure, multi-level security platform for the secure sharing and collaboration of sensitive and classified files. It is designed for Defence, Intelligence, Government and Defence Industry Suppliers who need the ability to share sensitive and classified information internally,…
Rocket B2B Supply Chain Integration information exchange solutions help to get the right data to the right place at the right time, and prove it no matter how far-flung or technologically diverse the supply chain network. Users can send business information, share files and business…
Cx Observer is a project commissioning software and collaboration platform that handles processes including asset progress, issues, documentation, commissioning reports, reviews, inspections and meetings. While every user updates his own work, the Cx Observer takes care of presenting…
The Accelerated EXIM solution is SAP certified, it’s a combination of SAP principles. It covers a range of export-import processes which can be integrated with SAP. Accely operates on global level, to ensure support to clients hailing from different geographies. Their EXIM domain…
Myriad Technologies is a proud Microsoft Gold Partner based in Brisbane. They offer, S2IX, a technology platform providing an information flow of behavioural investigations into patterns and processes repeated by staff, whether at their desk or in the field. These insights provide…
The Maintenance Performance Toolbox, from The Boeing Company, provides access to maintenance documentation at the airplane, in the hangar, in the MRO facility, or in the office using a modern interface that operates with or without a WiFi connection. With modular options, teams can…
Centralpoint is a Digital Experience Platform (DXP) available either On Premise or Cloud. The vendor states it offers over 220 out of the box functions to manage the entire digital enterprise, in whole or in part, microsites, Mobile, Document Management, MDM (auto apply metadata…
Docs-IQ from Caliber Technologies (formerly known as CaliberDMS) is a web-based document management system that is designed for regulated industries. It ensures consistency and compliance with standard operating procedures (SOPs) of the document lifecycle. Docs-IQ enables users to…
Iron Mountain's Inventory Management and Reporting solutions are records management tools designed to allow users to securely and easily access and manage your records online. One tool, Iron Mountain Connect is an online customer hub that helps manage records and information. The…
Orion Innovation is a digital transformation and product development services firm. Headquartered in Edison, NJ, with a global team of over 6000 associates, with engineers in 13 major delivery centers spread across the Americas, Europe, and APAC. Operating for over 25 years, Orion…
Vector Viewer is a AWS Cloud based SaaS product that offers a suite of enterprise products for solving various problems around enterprise document management. HTML5 Viewer offers an HTML5 Viewer for viewing documents stored in cloud, editing and/or annotating them and saving back…
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Document Management Systems TrustMap
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What are Document Management Systems?
Document Management Systems (DMS) provide enterprises with the capability to digitally capture and convert documents and files. Features of document management software may also extend to document storage, search and retrieval, and sharing. DMS reduces enterprise dependence upon space-consuming document printing hardware, printed paper, and file drawers.
Document management software plays a crucial role in ensuring data security and compliance for businesses. Document management software offers businesses the tools and features necessary to enhance data security, protect against breaches, and maintain compliance with industry regulations. While specific implementations may vary across different products, the goal remains the same - to provide a secure and compliant environment for managing and protecting sensitive documents and information.
Maintaining compliance with industry regulations and standards is another important benefit of document management software. Many industries have specific requirements for data security and privacy, such as HIPAA for healthcare or GDPR for businesses handling personal data of EU citizens. Document management software helps businesses meet these requirements by providing features like audit trails, data encryption, and secure storage.
Different products implement this functionality in various ways. For example, some document management software offers client-sharing portals with secure file transfer capabilities, enabling businesses to securely share sensitive information with clients or partners. Other software provides built-in network security features, streamlined workflows, and highly encrypted client-sharing portals to ensure compliance from an organizational standpoint. Additionally, some software integrates with other platforms like Microsoft 365 or Google Drive to provide a holistic understanding of data protection status.
Document workflow automation is another prevalent feature in document management software, with multiple benefits for businesses. This functionality eliminates manual and repetitive tasks, saving time and reducing errors. By automating document-driven processes such as approvals, notifications, and routing, businesses can streamline their workflows and ensure efficient and accurate task completion. Different document management software products implement document workflow automation in various ways. Some offer customizable workflow templates that allow businesses to design and automate their specific document processes. These templates can be tailored to fit the organization's unique requirements, ensuring that the workflows align with their business processes. Document workflow automation is a valuable feature in document management software that can significantly benefit businesses by saving time, improving efficiency, enhancing collaboration, and ensuring compliance. The specific implementation of this functionality may vary across different software products, but the goal remains the same – to automate and streamline document-driven processes for better business outcomes.
Document management systems share featural overlap with Enterprise Content Management (ECM) or Digital Asset Management (DAM) platforms. However, document capture and manipulation is central to document management. This includes imaging, file type conversion, versioning, and metadata management, with document editing and access controls. An alternate approach to document management is to include templated document generation as a feature. This way paper document generation and sharing is not needed to begin with. These DMS often provide contract lifecycle management, and electronic signature as well.
Features of Document Management Systems
Document management systems provide the following feature set:
- Imaging, mobile image capture
- Versioning, automated
- Metadata management
- File type conversion
- Document sharing & collaboration
- Automated backup, archiving (i.e. integration)
- Document publishing, public sharing
- Policy-driven access and controls
- Graphic-based object editing, manipulation
- .pdf editing, fields
- Customizable search, content location
- Templates, electronic document builder
- Integrated eSignature
Document Management Systems Comparison
To more easily compare Document Management Systems consider evaluating different options based on these factors:
On-Premise vs Cloud: Users tend to think about the pros and cons of an on-premise versus cloud-based document management system in terms of maintenance and access control. On-premise systems allow for more control on your end, whereas one of the advantages of cloud-based offerings is that most of the maintenance is the responsibility of your provider. Cloud-based systems also come in handy when users aren’t able to come into the office, but this does require an internet connection, unlike on-premise systems that can run offline. Ultimately, cloud-based systems have all the pros of on-premise systems, plus they’re more portable and accessible, unlike their on-premise counterparts.
Ease-of-Use: Given that document management systems by nature are meant to facilitate a traditionally by-hand-and-paper process, usability is one of its most important factors. With document management systems, you will certainly want to try out a demo before making a purchasing decision. Look for document management software that has a good search function for easily locating files within your system, and thus tagging them.
Security: Security is paramount with document management systems. This begins with the system allowing administrators to set up access controls and permissions. However, as with any system that handles business information, verify that the software you are considering clearly outlines the measures they take to keep your documents secure. This includes not only features specific to the particular software itself, but those that are implemented so that the software complies with both local and international security standards and regulations.
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Pricing Information
More feature complete document management systems are generally offered on a cloud-based, software-as-a-service model and are available by subscription. 30-day free trials of document management systems are common. The most common pricing variable is the number of licensed users. Plans may also be priced according to the volume of contracts processed and managed. Some vendors offer perpetual licensing for simple document management products (e.g. .pdf editors, converters, etc). Also, ECM vendors may supply all the features required for document management as modules for their platforms.
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Frequently Asked Questions
What is document management software?
How do you manage version control on documents?
Version control enables simultaneous work within a single document. Users may edit files then choose how to share those changes. Thus, temporary or partial edits are not damaging to a document's overall integrity. Leveraging version control allows access to files independently from particular hardware, so work can all be integrated into the version history regardless of the source or user involved. In most cases, edits to files can be combined.
If users make conflicting edits to the same line in a file, the version control system requests human assistance for a final decision. A clear advantage of version control is accessing a view to the historical development of documents, which effectively is insurance against computer crashes or data loss. Mistakes can be rolled back, bug reports can be reproduced, and audits of alterations can be executed.
How does one become a document management specialist?
This type of specialist is employed for supervision of workflows related to documents and records. Some of their responsibilities may include creating new policies and procedures that deal with document storage, sharing, and destruction. They may evaluate existing management procedures in order to assess how effective they are, then update accordingly, or perhaps even starting from scratch on new systems.
These professionals need to be knowledgeable about laws regarding document management to ensure an organization is in compliance. They act as support for problems as they arise in DMS implementation, and may be involved in troubleshooting user issues. As such, software and computing literacy is desirable. It is important for specialists to have a strong organizational ability, analytical thinking skills, sharp writing and reading comprehension, a knack for problem-solving, and a solid foundation for interpersonal communication. Some of these professionals may also take on management roles, in which case administrative abilities would benefit.