How to Compare Document Management Software
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Types of Document Management Solutions
- 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. Search and
view via client application or web interface. Can include advanced records
management features like retention scheduling, workflow, report management and
- Hosted Document Management - offers many of the same features as a
standard document management system but is hosted and managed by a 3rd party and
all documents are accessed via the web. Instead of purchasing software, storage
space on the server is rented monthly.
- Desktop or Enterprise Content Search - designed to operate like
Google search 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.
- Custom Document Management Solutions - associate images with
records in a database and then display from your custom application or website.
SimpleIndex to integrate scanning with your custom software or database.
- Ad-Hoc Document Management - use a simple folder and file naming
scheme to organize files on a network drive.
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Choosing a Document Management System
Here are some things to consider when deciding what features you need in a
document management system:
- What type(s) of documents will be stored in the document management system?
- How many users will need access to the documents?
- How often do the users have to access the documents?
- What information will the user need to be able to find the right documents?
- Do the users ever have to search through long documents for specific
- Will all the users be located at the same location or on the same wide are
- What computer operating systems will the users have?
- Will the users always have the required software to open the files on their
- How sensitive are the documents?
- Are the documents subject to any regulatory security or retention mandates from
HIPAA, Sarbanes-Oxley, FRCP, etc.?
- Are there any document approval or distribution processes that could be
automated with workflow?
- Do you just need to be able to store your documents in a way that you can find
them when you need them, and you don't care about security, workflow, websites
or any other fancy bells and whistles and don't want to spend a lot of money?
If you answered yes to the last question, perhaps an ad-hoc document management
system is for you! Check out
SimpleIndex scanning software for an easy, inexpensive way to automatically
organize your scanned files and existing electronic documents into structured
folders and filenames on a network drive. There are also many free desktop and
web-based search tools you can use to create a full-text index of your documents
and single interface for finding and accessing files.
If you have a sensitive data, documents subject to regulatory mandates, or highly
active documents that must be shared by many users or users in multiple
locations, we highly recommend using a Document Management System.
Document management systems tag each document with one or more keyword indexes.
This lets you find documents by specific
criteria like a customer name or ID, date and number ranges or complex boolean searches.
A content search system relies on searching the text contained in each file.
This is better for finding information hidden within
mountains of loosely organized electronic documents, like a typical shared drive.
Full-text searching is available with either solution, but with content search
it is the primary search method, while document management systems use it as a
backup for misfiled documents or a data mining tool.
Hosted solutions are best for companies that need enterprise document management
but do not have the IT resources available to support an in-house solution. It
also works well when a large number of remote users need access to documents.
Hosted solutions are even more secure than in-house since e-commerce rated
encryption protects all data, and service hosts have redundant servers, internet
connections, off-site backups and other protections in place.
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Features Compared on This Chart
- Supported Scanners, File Types & Databases
Imports - supported data formats for automatic import of images
and index data
Scanning - supported scanner drivers and recommended applications
for integrated batch scanning
Database - supported database server platforms
Client - whether client access is done via application, website or
- Features & Options
Security & HIPAA - provides security and document access tracking
features required by HIPAA for medical records
Workflow - automatically route documents from user to user for
approvals and other business document processes
Report Management - import batch
print jobs from servers and mainframes as text documents with image overlays
Email Management - integrated regulatory-compliant email archiving solution
- Price Range
Software Cost - The lower price range represents the minimal, standalone
configuration price. The upper range represents the
typical price of a system with 5 concurrent user licenses, or workstation licenses
if concurrent is not available.
Setup Cost - The low price is based on a minimal remote
installation, configuration and training for one document type and security
level. The higher price assumes 5 document types and security levels, as well as
configuration of 3 advanced features like workflow, report management, email
management or records retention schedules.
$ - 500-2,500
$$ - 2,500-5,000
$$$ - 5,000-10,000
$$$$ - 10,000+
Pricing details and demo downloads are available when you create
a ScanStore User Account.
- License Types
Named Workstation - each computer with the software installed
requires a separate client license
Concurrent User - 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
Please feel free to contact us for help
deciding which document management solution is right for you!
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