2018 Review of Document Management and Document Storage Systems

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Are you a tech-savvy Entrepreneur who makes use of all the updated tools that can make the everyday work easier?

Well, it’s then obvious that you are just going right to reach your destination with proper planning and work environment.

But;

Are you sure you are using document management and document storage systems for the proper management of your business-related documents?

You will be surprised to know, that every year $2.5 million is wasted to find out misplaced documents.

Sounds crazy! Right?

Not only that, every worker in your office (I mean in all offices and all sectors) wastes about 6 hours per week to arrange misplaced and unorganized documents!

Document Management System

Document Management System is computer software that helps to manage and organize all your electronic documents and the electronic images of all the paper-based documents that you want to keep for the long term by reducing the use of papers.

Now, many people often think that Document Management system and Document Storage Systems are just fancy ways to track documents. If you have the same misconception, then, believe me, you will never feel like working without it once you start using it.

In the growing era of data and information, it becomes necessary to practice ISO Document Control measures to organize and maintain the different data forms and types for a smooth workflow of an enterprise that ultimately, eliminates rework and improves sales revenue.

Benefits of a Document Management System (DMS)

Every software is created on requirement basis. So, you can expect a lot of benefits associated with DMS as well. Like-

  • You need much lesser storage spaces to arrange and save your documents
  • You can save the documents safely and securely
  • It supports improved regulatory compliance
  • You can collaborate better with the clients or third-party if you save the documents properly
  • Even after any disaster, you can recover all your documents with ease

The best part of Document Management System is that it can save all the new versions of any documents that have been created or updated by the user.

The DMS Types

DMS is of two types depending upon the storage of the documents.

  1. Cloud-based/Online
  2. Desktop/On-premise

The benefit of cloud-based DMS is that you can access your documents from any part of the world where there is an internet connection.

Desktop-based DMS stores data in the local servers. They are good as they can store huge data.

The Best DMS of 2018

#1 Templafy

Ratings: 5 Stars

Pros

  • Platforms like desktop, web, and mobiles can use this tool
  • Features like document management, editing, collaboration, feedback available
  • Cloud-based
  • Integrations with MS-Office
  • Got easy to use interface

Cons

  • Not cheap

#2 M-Files

Ratings: 4.5 Stars

Pros

  • Mobile and web compatible
  • Document management, duplication analysis and also editing can be done using this tool
  • Cloud-based
  • Integrations with MS-Office and Salesforce CRM
  • The integrations are handy
  • Got 30-day trial period

Cons

  • It may seem to be too limited while using

#3 MasterControl Document Control

Ratings: 4.5 Stars

Pros

  • Mobile and desktop compatible
  • Document management, collaboration, and editing can be done
  • Cloud-based
  • No integrations present
  • It has free resources to download
  • Optimized for mobile
  • Supported by regulators

Cons

  • Lack integrations

#4 XaitPorter

Ratings: 4.5 Stars

Pros

  • Desktop and mobile compatible
  • Editing, document management and collaboration features available
  • Cloud-based
  • Integrations with MS-Office, Salesforce, Oracle, Sharepoint, Dropbox

Cons

  • This tool lacks forms management

#5 Dokmee

Ratings: 4.5 Stars

Pros

  • Mobile and desktop compatible
  • Only storage and document management available
  • Cloud-based
  • Integrations available only with pro-versions
  • 30-day free trial available
  • Automation features available
  • The focus is given on security

Cons

  • Bit expensive

Still skeptical regarding using Document Management and Document Storage Systems in 2019?

I bet you will rethink it after you see these data amazing facts about them. Take a look:

  • You can reduce your turnaround time by 80% just by using e-signature
  • You can save approx $20 per document by doing e-signature
  • Almost 77% of the business people want to access their docs remotely
  • A working professional wastes almost 50% of his time for searching a particular document
  • It takes approx 18 minutes to locate one document on an average

So, by now maybe you are convinced about the usefulness of Document Management and Document Storage Systems.

It’s better to start using a robust DMS for your business choosing any of these as per your requirements. Along with the management benefits, the unwanted money and time wastage will be stopped within your organization saving the unnecessary expenditures.

Document Management System and Storage System became too popular in 2018 since its creation and will be the need in future too. Hope to see people being more systematic and using more and more Document Management and Document storage systems in 2019.  

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