How to Compare Document Management Software

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Types of Document Management Solutions

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. Search and view via client application or web interface. Can include advanced records management features like retention scheduling, workflow, report management and email management.
    
2. 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.
    
3. 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.
    
4. Custom Document Management Solutions - associate images with records in a database and then display from your custom application or website. Use SimpleIndex to integrate scanning with your custom software or database.
    
5. 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 information?
• Will all the users be located at the same location or on the same wide are network?
• What computer operating systems will the users have?
• Will the users always have the required software to open the files on their computer?
• 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 other
   
• 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 available
   
• 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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