Records Software

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Showing 1 - 20 of 188 products
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Showing 1 - 20 of 188 products

FileHold

FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include...Read more

4.70 (42 reviews)

13 recommendations

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NAVEX

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

3.93 (22 reviews)

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Treeno

Treeno is a hybrid content management solution designed for small and midsize businesses. Treeno caters to a wide range of industries such as insurance, healthcare, manufacturing, and real estate. Key features include document man...Read more

4.70 (10 reviews)

4 recommendations

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DocSavy

For small businesses seeking a robust content management system, DocSavy offers multiple features such as document and case management, document capture and image-processing and more, all within a user-friendly interface....Read more

0.00 (3 reviews)

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IBM Enterprise Content Management

IBM Enterprise Content Management solutions are a collection of intelligent, industry-specific systems to manage raw data. Many applications are offered standalone, and companies can choose their preferred deployment. ...Read more

4.50 (10 reviews)

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OnBase

OnBase is a cloud-based enterprise information platform that helps small to large organizations manage content, processes and cases. With specific solutions for insurance, financial, higher education, government, commercial and he...Read more

4.31 (61 reviews)

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M-Files

M-Files is a metadata-driven document management platform 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-bas...Read more

4.24 (173 reviews)

1 recommendations

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ZenQMS

ZenQMS is a complete quality management solution for supply chain organizations. It offers a suite of applications including supplier management, document management, and more at an affordable monthly rate....Read more

4.42 (19 reviews)

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Fluix

Fluix is a no-code, simple-to-use software solution that helps companies to digitize documents and automate routine tasks, all in one place. We solve the pain points of office and field teams who want to deliver faster and gather...Read more

4.90 (31 reviews)

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Acquia

Acquia is a headless CMS designed to help government organizations, nonprofits and businesses in healthcare, manufacturing, hospitality, education, media, financial services and other industries. It allows professionals to create,...Read more

4.33 (6 reviews)

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Software pricing tips

Read our Records Management Software Buyers Guide

Subscription models

  • Per employee/per month: This model allows you to pay a monthly fee for each of your employees.
  • Per user/per month: Users pay a monthly fee for users—normally administrative users—rather than all employees.

Perpetual license

  • This involves paying an upfront sum for the license to own the software and use it indefinitely.
  • This is the more traditional model and is most common with on-premise applications and with larger businesses.

Rated best value for money

Adobe Experience Manager

Adobe Experience Manager is a cloud-based content management solution designed to help businesses create websites, mobile applications and web forms. The artificial intelligence (AI)-enabled platform allows content creators to cre...Read more

4.33 (86 reviews)

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GovOS

GovOS (formerly SeamlessDocs) is a forms engine and eSignature platform that converts manual, paper-based processes into automated online versions. It includes Doc Editor that converts PDF files into cloud documents. The solution ...Read more

4.62 (13 reviews)

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Content Central

Content Central on-premise or in-cloud document management software streamlines business and document-intensive processes for companies worldwide. Organizations of any size can control and track which users access, change, and sha...Read more

4.28 (39 reviews)

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Apparound CPQ

Apparound provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the configuration of the order and simplify sales management. The solution is designed to improve the...Read more

0.00 (12 reviews)

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ViewCenter

ICM's ViewCenter is a secure digital environment where your business-critical documents live, and your important processes can be optimized. Get a quick ROI with powerful search functions, secure file sharing, compliance, tasks & ...Read more

4.63 (19 reviews)

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Aurea Compliance Manager

Aurea Compliance Manager (formally known as NextDocs) is a cloud-based content management and compliance solution that helps pharmaceutical, biotech, and life sciences companies follow FDA guidelines. The solution can be deployed ...Read more

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Veeva Vault

Veeva Vault is a cloud-based content management solution with built-in collaboration features designed specifically for the life sciences industry. It comprises multiple modules that independently perform separate functions. ...Read more

4.63 (19 reviews)

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PaperSave

PaperSave is a hybrid document management solution (DMS) that offers automated electronic workflows and transactions for Microsoft Dynamics, Intacct and Blackbaud, which help users to track, manage and store their organizations' d...Read more

3.90 (10 reviews)

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Clireo

arivis AG (formerly Mission 3) offers Clireo, an eDMS solution suited for the life sciences industry. It can be deployed on-premise or on the cloud. The solution helps life science companies manage document-intensive projects such...Read more

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ISEBOX

ISEBOX is a cloud-based content management solution that helps companies to store, manage and distribute content. Key features include content publishing and sharing, tracking and reporting as well as data visualization through re...Read more

0.00 (1 reviews)

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Popular Records Management Software Comparisons

Buyers Guide

Last Updated: March 03, 2022

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 customer service software, 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.
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  • 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.

Capture document scans in records management software Docufree's Path to Paperless Software

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. 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.