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What components should an electronic document management system have to ensure its effectiveness when implemented in a business environment? These components are automated to ease the managing of digital documents to improve a company’s workflow. These include
- Audit trail which is a verifiable tracking of document movements across different transactional levels of a company. Thus it makes it easy for a document’s history to be traced from the initial stage of creation to any altercation done on the document either in terms of editing, approving and transacting.
- Document versioning which is the managing of different variations of the same document. Different series of draft documents are tracked.When a document is generated, it can be altered and sent for reviews quite a number of times in order to have the final document ready.
- Classification and indexing is automated making it easy to search for the stored documents. Thus when a document is captured it is automatically indexed into the repository. AI (Artificial intelligence) increases efficiency.
- Security of the documents have to be solid with each user having access rights with specificity whether as a read only or read and write.
Here are some of the document management systems which are mostly used and have some or all the above components.
Docuware document management system
The Docuware management system provides cloud document management solutions and workflow automation. It enables you to capture, store and secure your business documents. It works quite well when teams who are distributed in different locations or are working remotely want to collaborate.
Key capabilities
These include an AI based technology that enables conversion of document content into indexing terms. Manual data entry is prone to human errors thus this feature enables automatic entry.
Has a mobile app that enables working ins even when you are on the move.
Docuware connects to any scanning hardware and enables capturing of incoming documents.
It enables customizable search queries.
Docuware recognizes a variety of barcodes and easily imports and indexes documents from other programs.
Docuware can move files and even folders to a secure electronic file cabinet. Docuware document management system is easily customizable to fit a small and Medium business. Docuware also has an e signature feature which is optional.
Docuware has only a cloud based document management system for the African countries. It is managed on a subscription basis either annually or monthly which is quite cost effective. You don’t have to incur an initial heavy cost of purchasing hardware. It is scalable as upgrades are done on a continuous basis.
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Canon Therefore document management system
Canon Therefore information management system stores, manages and processes all business information efficiently and securely in a company. Canon therefore can be customized depending on the needs of the company thus the cost is determined by the needs of a specific company. Canon therefore can be integrated with other systems which are already being used in the company to improve on the internal and external workflows. It can be tailor made to suit different companies in Accountancy, healthcare, legal, education, consultancy, logistics, pharmaceuticals, finance and real estate. And it can work in all departments which include Human resource, Information technology, procurement and accounts.
Key capabilities
Canon Therefore is cloud based you can use it wherever you are and It has an e signature you don’t have to download a document to add your signature. It extracts data from documents using AI (Artificial intelligence). Canon therefore can process high volumes of documents through automation eliminating human prone errors and speeds up the documentation process.
Since it is cloud based you manage your payment on subscription basis which is quite cost effective. Any occurrence in upgrades does not incur you any cost. It is scalable as upgrades are done on a continuous basis.
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M files document management system
Metadata driven document management platform enables stakeholders to access their information by just a click. M files automates business processes and controls and protects information.
Key capabilities
With M files you can access your documents or information immediately making it easy for both internal and external collaboration.It can be integrated with the other other systems within a company. M files can be used in most of the industries. M files can be integrated with sharepoint, microsoft 365, google workspace and salesforce.It has both on premise installation and cloud based installation. It has different platforms depending on your business needs.
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Kodak Alaris document management software
Kodak Alaris document management software manages complex scanning, extracts data and indexes to ease search. This is done with a highly accurate OCR (Optical character recognition). Kodak Alaris document management system converts loads of batches of paper into digital and active information
Key capabilities
Image quality and reliable operation. Kodak Alaris optimizes image quality giving high quality and accurate results. Kodak Alaris has smart features like intelligent exception handling, advanced indexing and data extraction enabling getting information into the business processes.
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Virtual postman enterprise content management software
Virtual postman collects, indexes, links and processes all business related information to streamline collaboration. The automation saves time, saves resources, reduces queries and risk, reduces loss in revenue, improves cash flow and business cycle.
Key capabilities
Virtual postman can integrate with any Enterprise Resource platform (ERP).
Virtual postman collates and delivers all documents. It captures and matches documents, archives and indexes to complete the business cycle.
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Laserfiche content management system
Laserfiche helps work to be done faster, with increased process automation, capture and integrations.
Key capabilities
With laserfiche you can easily share and direct information outside the company with password protected links and automatic expiration dates.
Laserfiche can integrate with Microsoft 365 and manage the routing and archiving.It bridges automation and integration gaps using Robotic process automation to minimize manual data entry thus maintaining accurate data.It has web based forms to give you that digital experience making it easy to capture information from customers which is then followed up with a digital approval and review. Laserfiche gives you data driven insights which helps in your reporting and analysis.
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Globodox document management solution
Globodox document management software is used to manage your documents and business processes efficiently
.Globodox has both on premise and on cloud document management systems. It comes with modules such as workflow, document retention policy and a customer portal. It is suitable for both large corporate companies and small and medium companies.
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Google drive
Google drive is a free document management system. It collaborates easily with the microsoft office tools and can be integrated with your other systems.There is no need of converting file formats when storing and the files are stored in the cloud.
Google drive has a drive search which makes it easy to search for a document when it is required.
Google drive is part of google workspace which eases collaboration among team members.
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IBM Enterprise Content management solutions
IBM Enterprise content management solutions collects, governs and manages business content, whereby content includes documents, images, audio files and video files.
Key capabilities
IBM Enterprise content management solutions has Artificial intelligence (AI) powered capabilities and low code tools.
Modular and easy to apply pricing approach of only paying for what you use. Has the capabilities of task automation.
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Dropbox
With dropbox as your document management tool you can store all formats of documents whether a pdf, image or video and share either internally or externally with your stakeholders. Dropbox is a cloud based document management system though it may lack some necessary components of a viable electronic document management system such as audit trail and document versioning.
Dropbox enables accessibility to your documents in all your devices from anywhere and has a mobile phone app. It has security features like passwords but does not have the restricted read only or read and write options to specific users within a company. Dropbox is a good collaboration tool. Dropbox has free storage up to 2 GB.
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Dokmee
Dokmee is also a secure document management system that makes it easy to capture, store, search and retrieve documents.
Key capabilities
Dokmee has an inbuilt audit log whereby file activities can be traced.It can automatically export and delete files depending on their retention period, enabling file sharing and collaboration.
Dokmee is basically cloud based and is priced on subscription basis. It can integrate with a number of business processes like SAP, quickbooks, salesforce, Oracle and more
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Onedrive
Microsoft onedrive can store your documents in different formats: pdf, images, audios and even videos. Onedrive has 5GB of free storage and you only pay if you need more storage which is paid on subscription basis. It is cloud based and you can be able to access your documents from any communication device and from anywhere.
One drive does not have the capabilities of a standard document management system of having an audit trail, document versioning and different authorized users (read only user and read & write user).
One drive does not have the capability of third party integrations and It can only allow limited document size.
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Box Content cloud storage
Box content cloud storage is a combination of file storage, file sharing, management, collaboration and e signing put together to ease workflow in an office environment.
Box content cloud storage is a secure and easy to use platform. What it might be lacking is automated audit trail and the document versioning of a standard document management system. It can integrate with other third party platforms and it is cloud based. Pricing is on a subscription basis. There is no free plan for box content cloud storage.
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Docstar enterprise content management system
Docstar is a document management system which can be available on premise or on cloud with a niche to the real estate industry.
Key capabilities
Docstar include electronic forms, automated accounts payables, data capture, automated workflows and can integrate with quite a number of ERP and accounting systems. Docstar has a package of collaboration tools.
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Sign upLogicaldoc
Logicaldoc document management system captures, stores, manages through a secure central repository. It automatically imports all your documents making them available from wherever you are.
Logicaldoc document management system is both on cloud and hybrid (can be used partially on cloud and partially on premise)
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Adobe document cloud
With Adobe document cloud you can store and access files from the adobe cloud. Adobe cloud is free for up to 2 GB.It can take pictures of your documents, get them converted into pdf, have them uploaded and stored in the adobe cloud.
Adobe document cloud storage does not have the standard document management system tools such as capturing text through OCR. It stores them as images.
Adobe document cloud storage has no audit trail and document versioning tool. It is clearly for storage only with no collaborative tools. But you can edit and sign a document with the signature tool
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Ademero document management software
Ademero with the capturepoint document imaging software, it automatically classifies your documents. It uses an Optical Character recognition engine to process paper documents.
Ademero offers both on cloud and on premise systems and automates the work flows.This includes e signatures and e forms.
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Folderit document management system
Folderit document management system provides storage, management and approval of digital documents. It offers a cloud based document management system which is paid on subscription basis.
Key capabilities
Folderit has the ability to integrate with Microsoft office 365, docusign. It has a multilingual OCR capability, automated retention and approval workflow, audit trail and document numbering notifications, customized metadata, file linking and file versioning. Has a backup for all your data
Folderit offers a 30 day free trial.
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Alfresco document management software
Alfresco document management software manages all your documents both paper and digital ensuring that all your content is under control.It breaks down the content silos and enables productivity from anywhere.
Key capabilities
Alfresco document management software enables scanning and capturing of information.Alfresco gives valuable insight using AI.
Alfresco availability can be on cloud, on premise and also hybrid enabling you manage your documents well.It has powerful search features and smart folders which assists in having well organized documents. With Alfresco cloud you can access your information from anywhere through your mobile or on the web.
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Pairsoft
Pairsoft is an end to end document solution which helps in reducing recurring costs in document management.
Key capabilities
Pairsoft has an audit trail and collaboration tools. It has accounting integration tools. It can capture data and transfer and enable rapid data retrieval.
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Conclusion
With a variety of electronic document management solutions you can not miss one that doesn’t fit your needs. Making the right choice will be a game changer in your business’s digital transformation.