With the right software, savings are virtually guaranteed.
Going paperless can save your business time and money. Indeed, keeping paper files means dealing with hidden expenses, from printer maintenance to ink and storage space. And who has time to flip through mountains of paper to find a document when you need it? With the right document management software, you can banish paper from your office, cut costs and make your employees more productive.
Document management software lets you combine digital and paper documents into a single computerized repository. The best software packages make it easy to scan physical documents and import digital files. They help you track down specific documents in seconds using full-text search and then let you distribute documents in standardized formats. The cost of the software will vary depending on how many employees will be using it and the volume of documents you wish to store, but compared to paper filing systems, savings are virtually guaranteed. If you're ready to give paper the boot, here are 17 document management solutions to consider.
eDocXL Pro is available in Web and stand-alone versions with simple, functional interfaces. The software indexes documents for easy search, scans checks, automatically recognizes and archives business cards, and converts image files into editable formats. Additional features include the ability to prioritize, classify and sort documents using bar codes, patch codes, bank pages and page number. The software also creates PDF files. http://www.cpi.gr/en/document-management-software/
DEVONthink Pro Office
DEVONthink Pro Office is Mac-exclusive. DEVONthink keeps all your information in one easy-to-backup database, and presents it to you in a variety of ways optimized for your work style. The software automatically files new documents for you based on how you filed similar documents. The advanced search function retrieves the documents that you need for your task, while smart groups present related data together. With DEVONthink, you can view all your data in one place and write in a rich-text editor. The software also lets you share data with both Mac and PC users. http://www.devontechnologies.com/products/devonthink/devonthink-pro-office.html
Editor’s Note: Need help choosing a Document Management Solution for your business? Fill in the following form for a quote.
Paperless is simple electronic document management software that can help you convert your paper files to digital documents and organize all of those digital documents and files in one library. Once you've scanned and imported your documents and files, Paperless allows you to input metadata to help you search for your files later. You can sort files into categories and subcategories, and add as many tags as you need to each file. Additional features include the ability to integrate your email program and send documents to employees and clients directly. Paperless is available for both Windows and Mac operating systems. https://marinersoftware.com/products/paperless/
docSTAR's document management software, available either as software or as a cloud hosted service in the SaaS (software as a service) model, allows businesses to gain control over documents, improve retention and increase efficiency. docSTAR integrates with third-party business applications to improve effectiveness with core systems. The software offers specific solutions for a variety industries, including insurance, financial services, health care, real estate/property management, manufacturing, legal, nonprofit, education, banking and financial institutions, and the public sector. http://www.docstar.com/
eFileCabinet offers a suite of document management software. The company's desktop version represents a virtual cabinet, with drawers, folders and files. It allows you to store files created inside Microsoft Word, Excel, Outlook and PowerPoint (or any file) directly into eFileCabinet. QuickBooks integration enables customers, vendors, invoices, bills and other relevant documentation to be electronically stored and managed in eFileCabinet. The desktop software also includes one-click integration with digital signatures. In addition, you can send documents and files out of eFileCabinet to any customer or partner via a secure Web portal. eFileCabinet Online is a cloud solution with subscription pricing. Documents are stored on the Web securely, enabling access and management of files from anywhere, anytime. No server is required. All content is backed up automatically in eFileCabinet data centers with advanced encryption and security measures. The service offers scanning, drag-and-drop storage of new and existing digital documents, and templates that make it easy to manage all of your files. http://www.efilecabinet.com
eDoc Organizer Business Edition
Ideal for businesses with two to 10 computers, the business version of eDoc Organizer gives multiple users access to the same database. eDoc Organizer uses labels instead of folders so you can assign multiple categories to a document. This means that each document can be found under multiple categories, and each category can be combined with others to help find documents quickly. You can continuously monitor specified folders for activity and automatically import documents into eDoc Organizer. You can even specify various options that can help automate processes in your business based on which folder the documents are imported from. The software also features a comprehensive search engine, universal scanner support, a PDF converter and the ability to retain unlimited versions of documents and revert back to an older version at any time. http://www.edocorganizer.com/business-edition
Sohodox is a Windows-based document management software for small businesses that helps to quickly create a centralized, searchable database of all your documents. Keep documents private or share them with other Sohodox users on your network. The software manages all types of documents, including Microsoft Word, Microsoft Excel, PDF, TIFF, JPEG and AutoCAD files. Additional features include comprehensive search capabilities, access for multiple users, email archiving and one free year of support. http://www.sohodox.com/
Content Central is a Web-based document management software solution that can capture documents and content from hundreds of sources, including desktop scanners, multifunction copiers, fax devices, email accounts and network folders. Content Central routes all of this information to a centralized, secured and organized file storage area. In addition, the service provides a complete log of document access and document changes, so you won't have to wonder about how many eyes have viewed a given document or how many times it's been edited. http://www.ademero.com/
Dokmee has multiple editions targeted at companies of all sizes. It can run on an Intranet accessed by many users in either a Windows-based network environment or as a Web-hosted system. It can also be set up as a SaaS model. You can automatically create folders from index fields and store an unlimited number of files in each folder, and index documents and folders for easy search and retrieval. Additional features include email management, an audit log and the ability to annotate. http://www.dokmee.net
FileHold Express can accommodate up to 20 users and is easily upgraded to FileHold Enterprise, which can support as many users as needed. The software is compatible with more than 300 different scanners and gives you access to your documents from anywhere in the world. Features include file versioning, both simple and complex searching, document linking and metadata tagging. You can also convert scanned files into editable and searchable documents, and move files electronically into the library from local or network folders. http://www.filehold.com
The isoTracker document management software enables businesses to adopt an automated approach to document management. The software is designed to manage an unlimited number of documents that are accessible from anywhere. With isoTracker, documents are uploaded, encrypted and held safely in folders. Each folder and its documents provide restrictive access at the user and document level. You can easily search for documents using a metadata search or by opening their relevant folder. Documents can be circulated, reviewed, commented on and modified. The software also features a complete usage log for each document. It provides a permanent record, essential for regulatory compliance, of who handled each document and when. In addition, isoTracker's version control ensures that no document is ever written over and that only the latest version is accessible. http://www.lennoxhill.co.uk/
eBridge is a simple and secure centrally managed online document management system. You can access all the information stored in your electronic filing cabinets via a Web browser. eBridge allows you to attach or import images from any scanner, office copier or multifunction printer. You can search using up to seven key fields, find documents from your mobile device and text search on PDF documents. The system allows for unlimited users, as well as unlimited storage and retrievals. All data includes an audit trail and is stored encrypted. http://www.ebridge.com
M-Files DMS 9.0
M-Files DMS has a unique approach to document organization: Instead of organizing files based on where they are on your hard drive (i.e., which folder a document resides in), M-Files DMS sorts your files based on how they are initially categorized. That means that when you perform a search for a specific receipt, the software will examine every file labeled as a receipt, regardless of whether it is in your designed receipts folder. And if you want to change a file's designation, just edit its metadata within the M-Files DMS software, and it will automatically be sorted into the appropriate category. Otherwise, the package includes all the tools you need in a dedicated file managementprogram, letting you import documents, back them up to the cloud and revert to previous versions. http://www.m-files.com
PaperPort Professional 14
PaperPort Professional 14 is different from many competitors in that it lets you complete all of your document management work within the program itself, rather than relying on users to import files that have already been sorted. Out of the box, PaperPort Professional 14 offers tools to help you and your employees scan and import documents, and organize them based on their content. The software can be configured so all employees have access to the document database, and security settings can ensure that only the right people work with specified documents. PaperPort Professional 14 also offers a user-friendly interface that's relatively easy to navigate for employees who are new to the software. http://www.nuance.com
DocPoint 14 Professional Edition
DocPoint Professional Edition is a document management and imaging management solution for small businesses that deal with large volumes of paper documents, computer generated files and email correspondence. DocPoint adapts to meet multidepartmental needs while allowing users to maintain established and preferred procedures. It can capture a large volume of information, as well as retrieve documents and records quickly. http://www.docpoint.biz
File Center Pro's strength is its simplicity — but that could also be its biggest weakness. The document management program is best when used by a single person. That's because it doesn't offer workflow control to smooth the process of collaborative editing between multiple users. For an individual small business owner, however, FileCenter Pro can make you more productive. Its in-depth sorting features can arrange your documents for you, and its text-recognition functionality will help you search through scanned documents later using keywords. Users can also send emails directly in the program, and upload files to it from a smartphone or tablet. http://www.lucion.com/filecenter-overview.html
Speedy Organizer calls itself a digital file cabinet, and the description fits. If you're creating a new file, you cannot save it directly to Speedy Organizer; instead, it relies on users to import existing files into the program. After that, it watches and follows those files to help you locate a specific document later, or revert back to a previously saved version if needed. It does allow you to import scanned documents, but the lack of text recognition means you won't be able to search through those documents using keywords; instead, you'll have to rely on tags and file names to find individual files. Despite these shortcomings, Speedy Organizer is a capable and easy-to-use option for small business owners who need a lightweight and capable tool for tracking and organizing documents. http://www.speedyorganizer.com
Editor’s Note: Need help choosing a Document Management Solution for your business? Fill in the following form for a quote.
Chad Brooks also contributed to this story. Originally published on Business News Daily