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Side-by-side comparison of key features, price ranges and expert commentary on document management software. HIPAA compliance, workflow, COLD, email archiving support, licensing options and more.
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These are solutions for storing digitized business documents and providing secure access via an application or website.
Most of these require additional software for scanning documents.  Compare scanning options here.

More help at bottom of page

Product S/W Setup Scanning Import Licensing Platforms Database Client HIPAA Workflow COLD Email Our Likes Our Dislikes
Simple Software SimpleIndex with SimpleSearch $-$$ $-$$ TWAIN & ISIS scanning with robust automated indexing A variety of ways exist to utilize exiting information from CSV index files, databases or folder/filenames . Per workstation; scanning & OCR features optional Windows 2000/XP/2003/Vista Any ODBC or OleDB supported database Desktop only No No No No Low cost and simple design make it a great solution for desktop or small office solutions. Not scalable for large numbers of users; limited search and viewing options; limited security options.
Digitech Systems PaperVision Xpress $-$$$ $-$$ Not included; use SimpleIndex or PaperFlow Must use PaperVision Datagroup format; only SimpleIndex and PaperFlow support. Per named workstation Windows 2000/XP/2003 SQL Server Xpress 2005 (included) Desktop only No No No No Scaled-down and simplified version of PaperVision Enterprise is easy to setup and offers a very good, stable searching and viewing interface. Named client licensing makes Xpress more expensive than Enterprise when several users need infrequent access to documents.
Digitech Systems PaperVision Enterprise $-$$$$ $-$$$$ Not included; use SimpleIndex or PaperFlow Directory Manager automatically imports network files using folders/filenames for indexing; PaperVision Datagroups also supported. Per concurrent server connection; License includes all DB, server & webserver components. Windows 2000/XP/2003 (Server OS recommended but not required) SQL Server Xpress 2005 (included); SQL Server 2000/2005 supported Desktop or Web (includes both) Yes Yes
(Add-on)
Yes
(Add-On)
Yes
(Add-On)
Includes everything you need with a single license; no extra server, webserver or database licenses.  Simple setup and user interface and a full range of document management options. No folder-based browsing of documents; Discount structure makes 10-20 user systems more expensive than ViewWise.
CompuThink ViewWise $$$-$$$$ $$-$$$$ Basic TWAIN scanning with manual indexing; optional ISIS scanning; SimpleIndex Manually import batches of docs in CSV format; Custom BIF format required for automatic import (SimpleIndex supports the BIF format). Named and concurrent clients available; Server, DB, webserver & administration components are extra. Windows 2000/2003 Server, Novell Netware 6.5 Server, RedHat Linux, SuSe Linux SQL Server 2000/2005; Oracle 9i/10g Desktop or Web (licensed separately) Yes Yes
(Add-On)
No Yes
(Add-On)
Novell and Linux server and Oracle database support make this a great choice for companies with these infrastructures.  Folder-style browsing interface is more intuitive for many.  MS Office integration lets you save files to ViewWise. Setup is more complicated than Digitech, though well-documented; database and web server licenses not included;  no Workflow option.
Ricoh DocumentMall $$$-$$$$ $-$$$ Not included; use Goby Capture Import via automatic uploading application, direct interface with Ricoh MFPs, faxes. Site license based on gigabytes of stored data; Up to 400 users may access files. N/A - Hosted solution N/A - Hosted solution Web only Yes No No No Hosted solution means no server to buy & maintain, no technical staff to hire and other advantages of outsourcing.  Powerful Documentum-based server provides many features. Per-gigabyte pricing is expensive and means you will likely limit the use of the system to only the most important files, which can hinder adoption of the system by users.
DocuLex WebSearch $-$$ $-$$ Not included; use SimpleIndex or PaperFlow Automatically indexes all images and network content using folders, filenames, meta tags and text (similar to Google Desktop) Site license - any number of users may use WebSearch; Small Office version limited to 10 users; Desktop version available for single users. Windows 2000/XP/2003 (Server OS recommended but not required) MSDE SQL Server (Included) Web only Yes No No No Site licensing makes this the lowest cost solution for 10 or more users.  Search engine style indexing model makes getting document into the system very easy.  Web interface can be used on any platform. Limited keyword indexing & searching capabilities--relies on meta tags & full text; No advanced document management capabilities.
Windows Folders
& Filenames
Free $ Not included; use SimpleIndex or PaperFlow Images must be saved with organized folders and filenames by the scanning application. Searchable text optional. Free with your copy of Windows Network file shares are truly cross-platform; stored files may be accessed by any OS. Google Desktop or MS search can be used for fast searching Windows Explorer No No No No With any batch scanning application you have the ability to simply use network folders to organize the files. This is a perfectly legitimate option for many applications and is certainly the only free one! No ability to share full-text search index with other users with desktop search applications; no Boolean keyword searches; not compliant with HIPAA and other regulations.
Product S/W Setup Scanning Import Licensing Platforms Database Client HIPAA Workflow COLD Email Our Likes Our Dislikes
 

How to Compare Document Management Software:

There are two basic categories of content management solutions based on how they index and search documents:

  1. Document Management Systems - use structured folder hierarchies and index values to organize documents.  Full-text searching is available, but primary search method is by keyword.  All files must have keyword indexes assigned during the scanning or importing process to be searchable.  Indexing can be done manually or automated with barcodes and zone OCR.
     
  2. Enterprise Content Search - designed to operate more like Google Desktop for your shared network documents.  These applications read the document properties and body text to make them searchable.  It has the advantage of fully automating the indexing process, but can be more difficult to find specific documents in a search.

Indexed document management systems are better for specific types of documents that need to be looked up by specific criteria like an invoice number, customer ID, etc., while enterprise search systems are better for finding information hidden within mountains of semi-organized images and electronic documents.

Document management solutions fall into a few basic categories in terms of the type of search interface, security, licensing and business automation features they provide.

  • License Type
    Named Workstation - each computer with the software installed requires a separate client license
    Concurrent Server Connection - each person simultaneously logged on to the system requires a separate client license
    Site License - the maximum number of users the server can support may connect to the system at once
  • Features
    HIPAA - provides security and document access tracking features required by HIPAA for medical records use
    Workflow - automatically route documents from user to user for approvals and other business document processes
    COLD - stands for Computer Output to Laser Disc; processes batch print jobs from servers and mainframes as text documents
    Email - integrated regulatory-compliant email archiving solution available
  • Price Range
    The lower price range represents the minimal, standalone configuration price.  The upper range represents the typical price of a system with several users, document types and/or optional components.

    Setup cost depends heavily on the desired level of service.  It is possible for knowledgeable users to install and configure most of these systems.  However there are many advantages to having our experts guide you through the process to ensure the system meets best practices for security and regulatory compliance, as well as taking full advantage of automation features that provide the high ROI.

    Pricing details and demo downloads are available when you create a ScanStore User Account.
    $ - 500-2,500
    $$ - 2,500-5,000
    $$$ - 5,000-10,000
    $$$$ - 10,000+

Please feel free to contact us for help deciding which document management solution is right for you!

 

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