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PinPoint Review: Best Document Management for Business

After doing much research and analysis, we recommend PinPoint as the best document management system for small businesses. We chose PinPoint from a pool of the dozens of document management systems we considered. To read our full methodology and for a more comprehensive list of document management systems, visit our best picks roundup page.

LSSP Corp.'s PinPoint document management system can be run as a self-hosted or cloud-based solution, compatible with both Mac and Windows computers. It also has a wealth of valuable features and offers outstanding customer support.

One reason PinPoint is such a good fit for small businesses is that it can be hosted on-premises or in the cloud, and works with all computer types.

While many of the systems we analyzed offer self-hosted and cloud-based solutions, only a few had an on-premise system that was compatible with both Windows and Mac computers. Compatibility with both types of systems ensures that everyone in your office, regardless of the type of computer they use, has access to the system.

PinPoint's cloud-based solution is good for businesses that don't have IT staffs, as it removes the burden of having to install the system on your server, keep it upgraded and provide maintenance if any problems arise. The cloud system is also compatible with both Windows and Mac computers.

Other than pricing, both options are exactly the same, including the interface and the available features. We really like that with either option, you can take advantage of all of what PinPoint has to offer, which wasn't the case with some of the other systems we investigated.

Of all the systems we looked into, PinPoint was one of the easiest to use. The interface is very clean and isn't cluttered with features and tools you don't use on a daily basis, which allows you to easily maneuver your way through the system.

Editor's note: Looking for a document management system for your business? If you're looking for information to help you choose the one that's right for you, use the questionnaire below to have our sister site BuyerZone provide you with information from a variety of vendors for free:

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We like that the software can be tailored to each user. Employees can add quick link buttons to their home page for their favorite search method, filing method and dashboard. This allows even quicker navigation of the system.

The PinPoint homepage can be tailored for each user's personal preferences.

In addition, each user can choose between two different dashboard view displays: Classic and Express. In the Classic view, there are three main panels that show the documents you used most recently, the documents you currently have checked out and any tasks you need to complete. The Express view features only the icons needed to add or retrieve files. There are buttons for adding, scanning and searching for documents.

PinPoint uses a traditional file-cabinet-and-folder approach for storing files. You can create as many cabinets, and folders within them, as you like. Documents are added into the system in three ways: importing them from your computer, dragging and dropping them, or scanning them.

Once the documents are in the system, you add information about each file, including its name, the date it was added, the cabinet and folder you want it stored in, and the type of document it is. You can also add in specific metadata, which will help you quickly retrieve the file when needed.

PinPoint offers several ways to search for documents. You can browse through the entire list of cabinets and folders, search within a specific cabinet and folder, or look for certain document types. You also can conduct optical character recognition (OCR) searches based on the content within documents, and a metadata search based on the criteria you established when importing the file. Not all of the systems we examined offered such a wide range of search options.

PinPoint's integration with Microsoft Office and a number of other commonly used programs, like QuickBooks and Salesforce, also makes the system easy to use. These integrations allow you to save files you're working on with these programs into the system with just a click of a button.

PinPoint has all of the features a small business would want from a document management system. One feature we found beneficial is the ability to work on documents within the system, rather than having to open a program, such as Word or Excel, every time you need to look at a file. PinPoint creates a viewable image in a PDF format that allows you to add comments and markups without having to launch it in its original application.

One of the most valuable features is the system's mobile capability. Regardless of whether you have the self-hosted or cloud-based system, you can still access PinPoint from all smartphones and tablets. Based on the permissions you have set, you can view and modify documents from within your mobile devices' Web browsers. In addition, PinPoint unveiled a new mobile app in the past year that gives users access to all of their cabinets, folders and files. With the app, documents can be previewed or shared with other applications on the device, such as email, messaging and printing.

The workflow tool is another useful feature. Workflows allow you to track assignments within the system as they are being completed. PinPoint also sends out automatic notifications to staff members when it's their time to work on the project. While many of the other systems we examined charged extra for this feature, workflow comes standard with PinPoint.

The system gives you tight control over who has access to which documents. You can set security rights at both the cabinet and document levels, as well as give different users access to certain folders and documents based on their roles.

PinPoint allows businesses to specify which employees have access to which documents.

Some of the other appealing features include version control, which gives users the ability to review both current and past versions of any document; the check in and out tool, which tracks who is working on which documents; and a purge function that helps to keep the system organized by deleting outdated files. 

For businesses that have federal compliance laws they must adhere to when storing documents, PinPoint follows all certification specifications with the Department of Defense, the Health Insurance Portability and Accountability Act, the Occupational Health and Safety Administration, the Sarbanes-Oxley Act, the Fair and Accurate Credit Transactions Act, the Food and Drug Administration and the Securities and Exchange Commission. Compliance is supported and updated as the rulings are updated or changed.

PinPoint's simple pricing structure makes it a great option for small businesses. All costs for either version of the system are based solely on the number of users, and the per-user cost decreases as the number of users increases. The main difference is that the self-hosted system has larger one-time fees, while the cloud-based solution has smaller yearly fees.

Self-hosted (one-time costs)

  • 2-9 standard users: $600 per user
  • 10-49 standard users: $500 per user
  • 50-100 standard users: $400 per user

PinPoint offers special pricing for more than 100 users. Included in these fees are all of the features and tools the system offers. The one exception is for the OCR tool, which costs an additional $600 for businesses with fewer than 10 employees. The OCR comes at no extra cost for all larger businesses.

The only other charge for the self-hosted system is for ongoing software upgrades and support, which are optional. Annual updates and support after the first year cost 20 percent of your initial purchase.

Cloud-based (cost per year)

  • 2-9 standard users: $225 per user
  • 10-49 standard users: $200 per user
  • 50-100 standard users: $175per user

This version also includes all of the system's features, including the OCR tool for all users. Unlike the self-hosted system, there is no additional charge for ongoing support or updates. The cloud systems include 100GB of storage, which equates to about 1.5 million documents.

In addition to its standard users, PinPoint also offers the ability to purchase "view user licenses." This offering is designed for businesses that want clients to able to view documents within the system. Prices range from $100 to $200 per user for the self-hosted system and $12 to $48 for the cloud-based solution.

We were especially pleased that PinPoint is very up-front about the costs. Whereas most of the providers we examined made us call them to get pricing information, PinPoint has all of its costs clearly outlined on its website.

PinPoint's customer service was exceptional. To assess what customers can expect from the support team, we called the company multiple times, posing as a new business owner interested in document management systems. Our first call was answered immediately by a representative who seemed eager to tell us more about the system. Because we said we weren't an established business, some of the other providers we spoke with weren't as enthusiastic when talking with us.

What also impressed us about that call was that the representative recognized our name from a form we filled out on the website. He inquired if we were the same business and was quickly able to pull up the information we provided. This shows that PinPoint takes each inquiry very seriously, and that forms filled out on a website don't fall into a black hole.

During our first call, we discussed the differences between the self-hosted and cloud-based systems, the filing structure, how to search for documents, the programs it integrates with, whether there is mobile access, the cost and the type of ongoing support that's offered. For each question, the representative gave clear and detailed answers.

We called back several months later to ensure the customer support was still meeting our high expectations. While we had to leave a voicemail when we called this time, we were pleased that our call was returned promptly. We found the representative to be just as helpful and thorough as the first time. During this call, we discussed the pricing structure for both the self-hosted and cloud-based systems, the view-only licenses, some of the features, the new mobile app and how easy the system is to use.

To ensure we got a full idea of what PinPoint could do, the representative offered a one-on-one demonstration. We liked that he was willing to conduct the demo at our convenience, which not all of the providers were able to do. During the 40-minute demo, the rep thoroughly walked us through every aspect of the system. After the demo was complete, the representative didn't try to hard sell us on the system. It was comforting to know we could take the extra time to learn about the system without the added pressure of needing to commit to it right then and there.

Once your system is up and running, PinPoint offers a variety of customer support options. Each business is assigned a project manager to coordinate all of the implementation, installation, setup and training. The company also offers monthly webinars at no additional cost, as well as on-demand videos of training sessions. Should you need additional help, live tech support is available via phone and email between 8:30 a.m. and 5 p.m. CT Monday through Friday. There is also a user guide built directly into the system that can help answer any questions.

There are very few downsides to PinPoint. The biggest potential negative is the cost, which could be a problem for some small businesses. If you choose the self-hosted system, you can expect to pay at least several thousands of dollars. And while the cloud-based service may be cheaper in the short term, you likely will be spending at least $1,000 each year for that version as well, depending on how many employees you have. This is a big expense for many small businesses. The costs also have increased in the past year, which was concerning to us initially. However, we found that PinPoint was far from alone in doing so; most of the other systems we considered also had a price increase within the past 12 months. If you aren't prepared to spend so much for this type of service, we would encourage you to consider our best document management system for businesses on a budget. This is an impressive cloud-based system, but it doesn't offer nearly as many features or as much functionality as the PinPoint system.

One other minor complaint is that support is not available on the weekends. If you run into trouble with the system on a Saturday or Sunday, you won't be able to get any immediate help.

Ready to choose a document management system? Here's a breakdown of our complete coverage:

Editor's note: Looking for a document management system for your business? If you're looking for information to help you choose the one that's right for you, use the questionnaire below to have our sister site BuyerZone provide you with information from a variety of vendors for free:

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Chad  Brooks
Chad Brooks

Chad Brooks is a Chicago-based freelance writer who has nearly 15 years experience in the media business. A graduate of Indiana University, he spent nearly a decade as a staff reporter for the Daily Herald in suburban Chicago, covering a wide array of topics including, local and state government, crime, the legal system and education. Following his years at the newspaper Chad worked in public relations, helping promote small businesses throughout the U.S. Follow him on Twitter.