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Products (15)

 

Agiloft Document Management Software by Agiloft

Agiloft has everything you need to manage your company's documents, from contracts and user guides, to HR materials, knowledgebase articles, and financial reports. The application handles the full document lifecycle from assembly through publication and retirement.

Agiloft also lets you easily relate documents to relevant business processes, making the information visible and actionable throughout your organization.

For instance:

  • Manuals or user guides may be linked to the particular software releases they apply to, so that update tasks are automatically triggered when a new release is scheduled.
  • HR documents may be related to particular departments, office locations, or employee teams. Agiloft generates automatic notifications to the appropriate people when they change.
  • Support technicians dealing with customers can view the details of the customer's support contract documentation to determine whether it's valid and what it covers.
  • Sales contracts can be linked to your customer onboarding process.

With our solution you get more than a stand-alone document management tool - you get an integrated system that can be extended in any direction to make your business more efficient and your staff better informed.

 

CogniDox DMS by Cognidox

CogniDox DMS - lean document management

CogniDox DMS solves the problems faced by High-tech companies who generate many design documents and find that shared network drives are not secure, scalable or easy to use. CogniDox provides a centralised, secure vault that both protects valuable intellectual property and makes it easy to find (and re-use) existing knowledge.

Above all, document control increases employee productivity by cutting out the waste associated with searching, reviewing through email attachments and working with the wrong version of documents. You could call it "Lean document management".

Simple enough to be used across all company departments, CogniDox gives special benefits to those in product management and other customer-facing roles. It's also of great benefit if you are responsible for Quality Control procedures and compliance, e.g. for ISO 9001, ISO 13485, 21CFR 11, TS 16949, TL 9000, SOX, etc.

Read more about the benefits for different job roles.

CogniDox has been designed for Hi-tech, Cleantech and Medtech companies. No other DMS fits as well into the Product lifecycle when it comes to integration with development tools and publishing content to customers and partners.

 

 

Document Locator by ColumbiaSoft

Enterprise document management software uniquely integrated with Microsoft Windows

Built right into Microsoft Windows Explorer and Microsoft Office, Document Locator makes document management easy to use. Version control, document workflow, paperless scanning, email management, and a full complement of document control features are available in the document management system. Our document management software is engineered with flexible options for businesses, departments, and agencies of all sizes.

 

Qorus DocGeneration by Qorus Software

Generate documents quickly, easily and accurately!

Qorus DocGeneration is designed to dramatically reduce the time and effort normally required to customise and generate document for clients such as sales proposals and contracts, company presentations or financial and analyst reports. 

No more copy / pasting! Qorus DocGeneration eliminates the need for copying and pasting content from several sources to customise documents. Once a document template has been created, Qorus DocGeneration automatically merges the relevant approved content from SharePoint, CRM and other enterprise systems and generates your customised document.

 

 

Firmex Virtual Data Rooms by Firmex

Deals can be complicated. Your data room shouldn’t be.

There’s a reason over 55,000 companies worldwide trust Firmex as their virtual data room provider. We keep things simple.

We’ll get you set up within hours, not days, and our fixed pricing model gives you complete cost certainty.

 

 

SimpleECM by SimpleECM

The cloud integration platform for document management

Whether adding new features to existing applications or creating compelling new applications, SimpleECM speeds integration of document management and workflow features for faster time to market.

One platform – many services

The SimpleECM platform exposes popular, cloud-based services under one API so you can quickly add functionality and brand name value to business applications. Providing a rich set of content management services sets the stage for the creation of powerful business information workflows that can serve a range of industries. Our multi-channel capture services connect you to a multitude of devices without the complexity of interacting with a wide variety of protocols.

Control any hardware device via the web

Multi-mode capture allows the integration of virtually any capture device directly into web applications. Think RFID, barcodes, audio, web clips or even any of the sensors built into your phone. Our innovative browser driver uses simple JavaScript to make this possible. Say goodbye to heavy-weight client-side applications for devices.

File Conversion Demo

Upload and convert an image file into a searchable pdf, Word doc, Excel or Powerpoint file and view the code to see how simple it is with the File Conversion API. Give it a try!

Easy-going workflows

Connect to one application or connect to many and create workflows with our APIs to automate processes and make your data more productive. Document management services are delivered as discrete building blocks via REST APIs so workflows are interchangable and easily customizable. Our interfaces allow services from different vendors to work in virtually the same manner. This is how rapid development works.

We live in a multi-screen world

Our Mobile SDK bundles image processing and ECM functionality with document capture adding a robust mobile complement to any application. Available for iOS and Android platforms.

 

isoTracker Document by Lennox Hill

Document control is essential to an efficient quality management or compliance system. In growing organisations a manual and paper-based process for managing policies and control documents takes too much time, is costly to operate and potentially prone to mistakes. With an increasing amount of documents such as a quality manual, procedures, project plans, industry codes-of-practice, compliance records or regulatory filings, customer specifications and drawings, an effective document control software system provides a framework for efficient revision control of these important documents and creates a secure structure where access can be restricted and data protected through encryption and regular back-ups.

 

The isoTracker Document Control software system permits organisations to follow an automated approach to document control throughout the business. As an online web-based system it provides a central repository to store and organise documents. Integrated workflow tools are used to upload, review, approve, check-out, modify and access documents from any location around the world in a controlled way. Automatic email notifications ensure that tasks are communicated instantly. Integrated analytics and reports provide information on each document from birth until superseded by the next version and complete transparency into the system.

  • Store important documents centrally, protect them through encryption and access them in a controlled way
  • Speed up the review and approval workflow processes with documents moving from one step to the next automatically
  • Restrict access to documents on the basis of functional, geographic or need to know basis
  • Provide up-to-date data on document status with performance metrics
  • Reduce compliance costs with electronic signatures, revision control and audit trails

 

 

Communifire by Axero Solution

Secure File Sharing & Document Management Software

Communifire is a complete enterprise level document management software platform and file management system for small businesses to large companies.

Why Communifire?

Communifire is the document management system of choice for business of all types,from 2 person teams and startups, to small business and all the way up to huge corporations!

 

 

XaitPorter by Xait

Document collaboration has never been easier

How can you improve the quality of the documents you deliver? How can you make sure they are delivered on time, every time? And how do you stay in control of the entire process?

With XaitPorter, it’s simple. This cloud-based solution gives you everything you need in order to create high quality documents. Everyone works on the same document, in real-time, whether in the office, at home, or on the other side of the world. You get an efficient document writing process with complete visibility, and the opportunity to focus on the quality of your content. No matter what your industry, business or document type; XaitPorter can help you increase quality, and make sure your documents are delivered on time.

Some of the world’s largest companies use XaitPorter to produce their business critical documents such as bids & proposals, reports, manuals, procedures, governing documents, annual reports, and license round applications. Our customers say that XaitPorter gives higher quality documents, complete control throughout the process, and substantial time savings.

 

PaperTracer by PaperTracer

PaperTracer: Business Process Management Software (BPM)

PaperTracer... simply stated, we are a provider of Business Process Management Software systems that allows our customers to easily use our SQL Modules to deploy powerful custom SQL databases, make them collaborative with both internal and external users, personalize with your Corporate Logo, and begin using the software within a matter of minutes! 

 

Dokmee by Office Gemini

Dokmee Document Management

Dokmee is a secure, easy to use document management system designed for a variety of purposes including document capture and storage, search and retrieval, and file sharing. Dokmee adapts to any business model by maximizing accessibility and functionality in repositories of all sizes, while increasing collaboration and communication between users. With a very user friendly interface available in 19 languages, Dokmee is the smart and flexible choice.

The Power of Integration

With an included SDK as well as several built in integration tools, Dokmee is ready to integrate into any business process or enterprise management system such as SAP, PeopleSoft, Workday, SalesForce, QuickBooks, Allscripts, NextGen, Oracle, and more.

Integrations between Dokmee and other programs, both Windows based and Web based, may be done for search and retrieval, indexing, importing, and viewing of files.

The easy access Microsoft Office toolbar allows you to send files directly from Word, Excel, and Outlook directly into Dokmee.

With the Dokmee Virtual Printer, send PDF files into Dokmee from any application using the print button.

 

IntelligenceBank Business by IntelligenceBank

Manage your information, your way

IntelligenceBank’s highly flexible business platform gives you the tools and features you need to easily share and manage information with the people you want.

 

 

PinPoint by LSSP Corporation

Usability

  • Easy screens and functions to navigate.
  • Easy search to locate documents at the touch of a button.
  • Built-in client view portal for view users.
  • Access from anywhere, PC, MAC, iPad, tablets, etc…
  • Use any standard browser to access your information.
  • Sweeper service application to file documents automatically.
  • Split/merge batch documents, without human intervention.
  • Complete and manage tasks using built-in workflow.
  • File directly from other applications without printing and scanning.

The PinPoint database is an MS SQL database, supplied with Web API.

The system does not need any workstation installations, and can be run from (but not limited to):

  • PC running Windows 7 or greater
  • MAC 
  • iPad, iPhone, and tablets
  • Internet Explorer, Google Chrome, Opera, FireFox, Safari

PinPoint integrates with all other applications to provide seamless business processes, including but not limited to:

  • Dropbox
  • Salesforce
  • Google Drive
  • OneDrive
  • SharePoint
  • QuickBooks
  • GP Dynamics
  • Adobe Create Suite
  • AutoCAD

…and many more

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Buyer’s Guide for Document Management Software

Introduction to Document Management Software

Every company, institution, organization, group or small meeting of people has needed documentation. As early as ancient times, important events or simple day-to-day routines have been expressed or documented through paintings, drawings, hieroglyphs or in written form. As the need to document both important and trivial matters arises, so is the need for innovative ways to manage documents in whatever form they appear (e.g., electronic documents).

Document management is simply an organization's method and process for storing, controlling, tracking and managing its electronic documents and information regardless of their format, type or content. This is also referred to as a Document Management System (DMS). In addition, this is one of the precursor technologies to content management since it provides the basic functionality for the latter, e.g., control capabilities for documents.

This Buyer's Guide will introduce its audience and readers to the latest topics relating to Documentation Management technologies. The goal is to guide every organization or person in choosing the right tool and/or technique for documenting their respective projects, data or information. The following is the outline of topics in this Buyer's Guide:

  • What is Document Management Software?
  • History of Document Management Software
  • Types of Document Management Applications
  • What Common Problems Does Document Management Software Solve?
  • Key Document Management Software Features
  • Selecting the Right Document Management Software
  • Benefits of Document Management Software
  • Pricing
  • Market Trends

What is Document Management Software?

Document management software, otherwise known as a Document Management System (DMS), is a computer system or software package that allows every organization to store, keep track of, manage and control its electronic files—regardless of type, content or format—and images of paper-based information captured through the use of scanning devices.  It incorporates document and content capture, workflow, document repositories, COLD/ERM, output systems, and information retrieval systems. DMS is one of the precursor technologies to content management since it provides basic functionalities for the latter.

As more and more information appears and circulates every second through and from the Web, mobile devices, and other electronic devices, the need for a stable Document Management System is of prime importance, particularly in the way it manages data.

Today, Document Management Systems range in size and scope from small scale to large scale systems, which cater to a global and diverse audience. Many DMS's incorporate into their services electronic filing practices that were once applicable only to physical or hard copy documents.

History of Document Management Software

It was at the beginning of the 1980s era that a number of vendors started developing software systems to manage and control paper-based documents. Apart from managing paper-based documents, the systems also managed other types of documents such as photographs, prints, etc. The ability to access newspaper articles from a computer was one of the benefits of these early systems.

Later on, developers started creating systems that managed electronic documents—especially those that were created on computers. The earliest electronic document management (EDM) systems managed proprietary file types or a limited number of file formats only. Many of these systems became known as document imaging systems because they focused on capturing, storing, indexing and retrieving image file formats. As EDM systems evolved, they could manage files with any type of file format and could store them on the network. These systems grew to encompass electronic documents, collaboration tools, auditing capabilities, etc.

EDM systems also enabled organizations to save documents as images. These image files were then stored in a repository for security and quick retrieval purposes. Some systems evolved still further so that any user could store content in the form of HTML.

Types of Document Management Applications

There are different types of Document Management Systems. Unfortunately, there is no system that provides everything in just one package. Persons and organizations can actually use and/or mix different types of systems, depending on how the users want the documents to be managed and depending on how the IT network infrastructure is designed.

These are the general types of Document Management Systems:

File Share

This is the simplest and most commonly used Document Management System. This system is affordable, easily organizable into hierarchical folders, accessible and understandable. However, it cannot impose any kind of policy, because users can store files anywhere they want, which eventually leads to “lost” documents. Security is not guaranteed, because of the many files, folders and users that are accessible to everyone. Versioning and audit trails are almost impossible to keep track of, and backups can be tricky.

Document Imaging System

A document imaging system receives and controls permanent electronic documents, e.g., scanned images. This system does not bother with versioning or making changes to the file. However, due to the large size of some images, its storage capacity is sometimes critically important. Also, it falls short when it comes to searches and workflows.

Document Management System

This is a full system designed to handle the complete document life cycle from beginning to end. A DMS is workflow-driven, with documents constantly routed through processes. Since the documents can be worked on by more than one person at a time, this speeds business processes and increases staff productivity.

Content Management System (CMS)

A content management system is focused on collaboration and sharing of information. This system is people-driven. As such, the process is less important, and documents are not constantly routed about. Unfortunately, CMS cannot easily handle volumes of documents with its unstructured way of handling information.

These are some of the key types:

Web-Based

With this type, the Internet browser at each workstation is the access point for the DMS. Most web-based DM systems support multiple branch operations right out of the box and do not need to deploy a client software package.

Client-Server-Based

Client-server-based DMS's can sometimes be faster and more robust than the other types. Since it employs a client, the refinement of the interface can be more customized and can lead to easier development for sophisticated integration.

Database Packages

These packages are usually integrated with the underlying database structure (e.g., Oracle). By storing all information in the same database structure, sophisticated linkages are then created between images and data. The problems, however, are with the licensing model of the database and the additional computing horsepower required.

Cloud-Based Packages

This type of DMS makes use of software that runs on the host systems and permits the users of the package to access it over the Internet from a link. Though it functions in a similar manner as web-based packages, cloud-based packages store data on the host servers rather than on the server located in the user's office.

What Common Problems Does Document Management Software Solve?

Though document management seems to be about documents alone, it is actually about organizations and people as well. DMS solves three major problems: organization, control and access.  First, it gathers all of the organization's sources of knowledge (e.g., scanned documents) that can be stored as files. Second, whatever content or document a user creates, it is considered to be an organizational asset. As such, it should be accessible to team members, persons in authority and other relevant individuals; and should be inaccessible to others who are not involved with it in any way. Third, a document should never be invisible just because its creator is sick, out of town, on vacation, on a business trip or discharged.

Document Management software helps all stakeholders accomplish more work, more effectively, at a lower cost, and in less time. Here are some of the problems addressed by a DMS:

  • Wasting time and resources with fruitless “searches”
  • Struggling to make one team member’s documents available to others
  • Recreating—from the beginning—an important document or other content because the user cannot find the original anymore
  • Struggling to understand unclear filenames or to identify which client a document is associated with
  • Losing documents because of inconsistent or unclear labeling, or because they are physically stored together
  • Misplacing important correspondence, e.g., email
  • Struggling to navigate multiple applications, directories, etc., simply to view all the content associated with a project, client, or other matter
  • Installing unnecessary software on desktops simply to permit document viewing
  • Struggling to control who can see or edit a document
  • Struggling to keep track of who viewed or edited a document
  • Wasting money and time making backup files
  • Reconciling inconsistent changes made by document reviewers

Key Document Management Software Features

Though there are plenty of Document Management Systems to choose from these days, any person or organization should bear in mind that there is still no DMS that has everything in one package alone. It is advisable that buyers should consider the kind of DMS that is appropriate for their organization while considering the IT network infrastructure in place. Some organizations, however, opt to have multiple DM systems for every workstation, which is an added expense all together and can be completely unnecessary. Here are some standard Document Management Software features to consider before buying the right solution:

  • Metadata (or Document Tagging) Management
  • Integration with other applications
  • File Scanning and Capture
  • Visual Validation Registration System
  • Indexing
  • Storage Management
  • Document Retrieval
  • Distribution Capability
  • Document Security
  • Workflow Module
  • Collaboration
  • Versioning
  • Search Feature
  • Publishing Procedures
  • Document / Image Reproduction
  • Troubleshooting / Help / Support

The following are additional features found in some DMS's:

  • Accessibility
  • Web, Mobile and Off-Line Access
  • File Sharing
  • Electronic Filing (E-Filing)
  • Records Management
  • Calendar / Scheduling
  • Document Check-In / Check-Out
  • Linking Features
  • Tracking
  • Email Correspondence
  • Alerts / Notifications / Subscriptions
  • Automatic Document Naming
  • URL Support
  • Document Control Features
  • Document Compliance

Selecting the Right Document Management Software

As previously mentioned, there is no DMS that has everything in just one package. While considering the above-mentioned features, it is also important to ask vendors a few questions—or thoroughly research a product—so that buyers short-list their prospective DM systems before making a purchase. Here are some things to look for when selecting the right DM solution:

  • Simple Interface – the DM solution is easy to understand
  • Search Capability – the DM solution not only searches documents but also creates and saves multi-conditional queries
  • Support and Upgrade – the DM solution has customer support and allows upgrades
  • Storage – the DM solution not only stores scanned and created documents but also captures and stores email correspondence and attachments
  • Security – the DM solution has basic security features and allows privacy options
  • Cross-Platform Usability – the DM solution can work with any device and current IT environment
  • Scalability – the DM solution has special features and products (outside of the package) that a buyer can add later as their business expands and grows
  • Document Scanning – the DM solution allows document scanning and adding
  • No Hidden Costs – the DM solution has no hidden costs that only appear after the purchase
  • Supports multiple file formats – the DM solution supports multiple file formats like MS Word, JPEG and others
  • Quality – the DM solution need not be expensive to be effective and high in quality
  • Industry Validation – the DM solution has certificates, validations, case studies and customer references as proof of its efficiency

Benefits of Document Management Software

There are many benefits that Document Management software gives to a person or an organization. The following are the top benefits:

  • Improved Efficiency – the DM solution allows multiple users to access it simultaneously, thus getting more work done. It also allows users to work on their documents and tasks anytime, anywhere.
  • Save Costs – the DM solution cuts business expenses in many ways (e.g., free upgrades)
  • Time Saver – the DM solution saves much time (i.e., Thorough search using multi-conditional queries)
  • Recovery and Retrieval – the DM solution allows the saving of a file in a secondary location
  • Security – the DM solution allows users to specify the ones who can access, see or edit a document

Other benefits include:

  • Reduce Storage
  • Flexible Indexing
  • Controlled Document Distribution
  • No Lost File
  • Electronic Archiving
  • Improved Document Compliance
  • Better Internal Operations
  • Competitive Advantage
  • Better Customer Service
  • Safeguards Organizational Knowledge and Assets

Pricing

Document Management Systems (or Software) vary in price depending on the needs of the business or organization. There are those that come free like Google. Still other systems are sold at a lesser price, ranging from $50 to $500 per annum for five users. A DM system in this price range usually does not have all the attributes that are available in the full package. However, users with small to average business needs can still benefit from the services provided and are happy with it. Other DM systems are very expensive and range from $1,000 to almost $6,000 per annum for five users only. This package is almost complete and is very helpful to individuals with average to large-scale business needs. The DM systems in this price range have proven efficiency and are popularly in demand in certain sectors. Prices vary depending on whether a DMS is web-based, on-premises, etc., and depending on the services provided.

Market Trends

Ever since people and organizations started documenting everything, the need for a thorough document management solution has always been present. But with limited space, storage, security and other aspects to consider, it is never an easy job to manage all information. Whether the DM systems have almost everything in one package or they are missing additional products and services that the buyer needs, these solutions still help every individual and organization in many ways over the years.

As previously mentioned, document management is not just all about documents but also about people and organizations. Whereas EDMs (Electronic Document Management systems) are business-oriented, ECMs (Electronic Content Management systems) are people-oriented. Some organizations opt to use and mix both types of systems when handling documents depending on the needs of the business and the needs of the person.

In the past, all work-related documents and information were only located in the office, accessible in the office, and secured in the office. With Internet access everywhere, as well as growth in mobile devices, every person and organization can be “mobile” also. That is, users can access documents and information anytime, anywhere. Thus, accessibility and security are areas where DM systems are always aiming for constant improvement. Also, electronic workflow processes are gaining in importance as operational speed and agility become determining factors in today's competitive business world.

These top three trends are emerging in the document management market as buyers choose the right vendor for their organization:

Cloud Services

Web-based DM solutions are becoming in demand as more businesses opt for digital and electronic documents and filing that help lessen company expenses. With smartphones on the rise, the need for access to documents and applications anytime, anywhere rises also.

Workflow Software

As telecommuting and home-based work increases, so does the need for electronic workflow solutions that address issues regarding workers who are not physically present in the office. This software ensures that work is not slowed down, and it also supports a “mobile” or home-based workforce.

Mobile Service Integration

Companies are embracing the services of the mobile lifestyle through devices such as smartphones, tablets, and so many other gadgets to generate more productivity from employees. As this trend increases, so is the necessity to integrate document management solutions with these devices.

Document management is constantly growing, expanding and increasing into the future for as long as people and organizations need documentation and information, while it is being consciously merged with current technologies, primarily the Internet and mobile devices.