Widely renowned author and computer scientist Damien Conway once said: “Documentation is a love letter you write to yourself.”
While Conway’s statement referred to coding principles, clean, clear documentation is an underrated and often neglected part of running a business, which offers numerous benefits.
A running business has various critical documents that help with smooth operations. You work hard to create crucial documents, such as legal contracts, employee files, SOPs, emergency plans, and more.
But what happens when someone needs to access or audit them? Digitizing them is the first step.
However, when you try to digitize your paper records, how do you prevent them from getting lost or corrupted in unregulated document management systems?
How do you ensure your employees can find and use the records they need? And how do you comply with the ever-changing laws and regulations that govern record keeping?
If you are struggling with these issues or want to improve your current record management system, this article is for you. We have compiled a list of the 10 best record management software and systems in 2024.
These tools will help you organize, manage, and protect your records while making them available to the right people at the right time. Read on to find out more! 🚀
Summarize this article for me pleaseWhat Is Record Management Software?
Record management software is a solution businesses leverage for tracking, storing, accessing, sharing, and organizing their business-related documentation or records. The record management software manages all records from creation to when the documents are disposed of. Record management software is essential in ensuring knowledge-sharing, meeting regulatory compliance requirements, and risk management.
10 Best Record Management Software and Systems in 2024
Summarize this article for me pleaseWhat Should You Look for in Records Management Software?
Digital records management is essential for any business that wants to store, access, and manage its documents effectively. You need to find one that suits your specific needs and goals.
Here are some key features to look for when choosing a records management software:
- Import and scan capabilities: You want software that easily imports documents from various sources, such as email, cloud storage, or other applications. This allows you to consolidate your documents and share them with your team. If you still have paper records, you need software that can scan them and convert them into digital files
- Access control and security: Look for software that protects sensitive data from unauthorized access or breaches. You should be able to set permissions and roles for different users, groups, or departments. Ensure your chosen record management software encrypts your data and complies with the relevant laws and regulations
- Automation and workflows: Pick software to streamline your business processes and save time and effort. You should be able to create workflows and automate tasks, such as approvals, notifications, reminders, or reports. You should also look for software that integrates with your other tools, such as CRM, ERP, or accounting software
- Customization and scalability: Software that adapts to your changing needs and preferences by allowing you to customize your data fields, labels, categories, or views is ideal. Choose a software product that can scale up or adapt as your business grows or changes
- Reliability and trustworthiness: Finally, you need record management software that you can depend on and trust. Look for software with a good reputation, positive reviews, and satisfied customers. You should also look for one that offers support, updates, and backups
With these features in mind, get ready to take your pick from our curated list of the 10 best records management software and systems in 2024.
Summarize this article for me pleaseThe 10 Best Records Management Software to Use in 2024
1. ClickUp
ClickUp’s powerful and versatile records management software lets you organize, manage, and share your data across your business. You can create Spaces and folders for different departments or projects and set permissions and roles for each.
You can also create new documents using ClickUp Docs that can be shared and accessed by other members in your workspace. With ClickUp, you can set tasks like reviewing, checking, or updating documents during and after creation so nothing slips through the cracks.
You can also use other features that simplify data organization and visualization, such as ClickUp’s Custom Fields, ClickUp Custom Views, and Click Up Dashboards.
ClickUp’s Project Hierarchy helps you create Workspaces on various sub-themes for different projects your team might be working on. For example, within the ‘Creative Team’ Workspace, you can add sub-categories for different teams and projects.
Additionally, you can use ClickUp’s Book of Record Business template to maintain records of your organization’s essential documents. It allows you to comply with record-keeping regulations and collate all your important documents in one place.
These features allow you to customize your data structure, display, and analysis, making ClickUp ideal for data management and collaboration.
ClickUp best features:
- Use ClickUp Docs for collaborative document creation and editing
- Leverage Custom Fields to store and display information such as document type, status, priority, or owner
- Use Custom views to monitor key metrics and indicators
- Set permission and control access to spaces, folders, and more
ClickUp limitations:
- Some users report a steeper learning curve for advanced features
ClickUp pricing:
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
- ClickUp Brain: Available on all paid plans for $5/Workspace member/month
ClickUp ratings and reviews:
- G2: 4.7/5 (9,000+ reviews)
- Capterra: 4.7/5 (4,000+ reviews)
2. FileHold
FileHold is a powerful document management system engineered to simplify document management.
It provides a secure storage space for all types of records and a user-friendly interface for seamless navigation.
If your focus is data security then FileHold could work well for you. FileHold helps users organize and secure their records easily while ensuring compliance with regulatory standards.
FileHold best features:
- Leverage enterprise-grade document and record management
- Use advanced document scanning and imaging capabilities
- Automate workflows to streamline processes
- Set role-based access control for enhanced security
FileHold limitations:
- Limited third-party integrations compared to other alternatives
- Interface design may not be as modern or intuitive as other solutions
FileHold pricing:
- Enterprise: $10/month per user
- Cloud/In-house server: $15/month per user
- Express: $15/month for five users
- Cloud (Microsoft Azure): $30/month per user
- Custom Plan: Contact for pricing
FileHold ratings and reviews:
- G2: 4.6/5 (30+ reviews)
- Capterra: 4.7/5 (45+ reviews)
3. DocSavy
DocSavy is a cloud-based records management software that helps you efficiently store, organize, and access documents. It allows you to define what your documents are and where they should go using tags, metadata, and associations.
Its highly effective full-text search and filters make it easy and quick to find the documents you need. At the same time, its advanced security features protect sensitive information. DocSavy’s no-frills but user-friendly features make it a truly savvy records management tool.
DocSavy’s best features:
- Upload, scan, or email your documents and store them in the cloud
- Assign tags to your records, such as document type, category, status, or owner
- Search for documents using keywords, phrases, or operators
- Share your documents with your team members, clients, or partners, using email, links, or integrations
DocSavy limitations:
- Lack of advanced automation features compared to more robust solutions.
- Limited scalability for larger enterprises with complex document management needs.
DocSavy pricing:
- Starter Plan: $0.99/month per user
- 20 Plan: $9.99/month for three users
- 50 Plan: $49.00/month for seven users
- 100 Plan: $99/month
- 200 Plan: $149.99/month
- 300 Plan: $199.99/month
- Custom Plan
DocSavy ratings and reviews:
- G2: Not enough reviews
- Capterra: Not enough reviews
4. Veeva Vault
Veeva Vault is a cloud platform designed specifically for highly regulated industries, such as the life sciences and healthcare. It is a highly secure, comprehensive solution that allows you to manage content and data on a single platform.
You can use Veeva Vault to create, store, access, and share documents, such as clinical trials, regulatory submissions, quality documents, and more.
Veeva Vault ensures absolute data integrity and regulatory compliance. Its robust security measures meet the highest quality, scalability, and performance standards.
Veeva best features:
- Manage the entire lifecycle of your documents, from creation to approval, distribution, and archiving
- Ensure that your documents comply with the relevant laws and regulations, such as FDA, EMA, or ISO
- Use electronic signatures to authorize your documents securely and efficiently
Veeva limitations:
- Users report the enterprise version is relatively high-priced when compared to other tools
- Customization options may be limited for certain industry-specific requirements
Veeva pricing:
- Free Forever
- Enterprise: Custom pricing
Veeva ratings and reviews:
- G2: 4.1/5 (40+ reviews)
- Capterra: 4.5/5 (20+ reviews)
5. SharePoint
SharePoint is a document management and collaboration platform developed by Microsoft. Widely popular among businesses of all sizes and industries, SharePoint allows you to monitor and create reports on handling records according to defined policies and processes.
SharePoint is ideal for record management if you use the Microsoft suite, as it integrates seamlessly with Office 365 apps, such as Word, Excel, PowerPoint, and OneDrive.
The tool lets you securely store, organize, and share documents, enhancing collaboration and productivity.
SharePoint best features:
- Create document libraries to store and manage your documents in a centralized location
- Track and restore document changes using version history
- Access and edit your documents using Office 365 apps
SharePoint limitations:
- Data space limitations for the document library
- Customization options require technical expertise
SharePoint pricing:
- SharePoint (Plan 1): $5.00/month per user
- Microsoft 365 Business Standard: $12.50/month per user
SharePoint ratings and reviews:
- G2: 4/5 (8,000+ reviews)
- Capterra: 4.3/5 (5,000+ reviews)
6. Fluix
Fluix is a no-code software solution that helps companies digitize documents and automate routine tasks, all in one place. It is designed to help teams streamline document-related processes, improve efficiency, and ensure compliance, even on the go.
Fluix is ideal for mobile teams, allowing you to sign and manage documents easily on your mobile devices. You can also work offline and sync your data when you are online.
Fluix best features:
- Access your documents anytime, anywhere, using iOS or Android devices
- Annotate and edit your documents using highlights, notes, stamps, or drawings
- Automate your document workflows and processes, such as approvals, notifications, or reminders
Fluix limitations:
- Limited integrations with third-party applications compared to other platforms
Fluix pricing:
- Fluix core: $30/month per user
- Enterprise: Contact sales for pricing
Fluix ratings and reviews:
- G2: Not enough reviews
- Capterra: 4.8/5 (40+ reviews)
7. Alfresco Platform
Alfresco is an open-source secure web interface that helps enterprises manage and secure their hard copy to digital records in a single location.
With Alfresco, you gain an end-to-end lifecycle management and governance solution for all your records. Using it also ensures that you stay compliant with laws and regulations.
Alfresco is worth your consideration if you’re looking for a flexible and scalable solution that can adapt to the needs and preferences of organizations of all sizes.
Alfresco Platform best features:
- Organize and store your records in a centralized repository using metadata, categories, and tags
- Streamline your processes and workflows, such as approvals, reviews, or audits
- Communicate and collaborate with your team members using chat, video, or social media
Alfresco Platform limitations:
- Requires assistance for setup and customization, which may be challenging for smaller organizations
- The user interface may not be as intuitive as other solutions
Alfresco Platform pricing:
- Alfresco Community: Free
- Basic team: $2/month per user
- Enterprise: $22/month per user
Alfresco Platform ratings and reviews:
- G2: 3.6/5 (40+ reviews)
- Capterra: 4.1/5 (20+ reviews)
8. OpenText
OpenText is a full-featured, highly scalable, enterprise-grade records management software solution that helps organizations improve efficiency and compliance.
OpenText’s secure, single platform allows you to organize and share electronic and physical content across the enterprise.
It’s an ideal solution if you want to harness the power of transformative AI with document management software.
OpenText best features:
- Digitize your paper documents using scanners, mobile devices, or email
- Archive your records for long-term retention and compliance using secure and cost-effective storage options
- Ensure that your records comply with the relevant laws and regulations, such as GDPR, HIPAA, or SOX
- Use OpenText Magellan, a flexible AI and analytics platform, to automate workflows
OpenText limitations:
- Higher priced than a lot of competitors, especially for small to medium-sized businesses
- Complex features may require additional training
OpenText pricing:
- Custom pricing
OpenText ratings and reviews:
- G2: 4.3/5 (20+ reviews)
- Capterra: Not enough reviews
9. Ademero
Ademero is a document management tool designed to simplify document organization and retrieval. It helps organizations streamline their document-related processes and improve overall efficiency in record keeping.
If you’re using Quickbooks to run accounting for your business, then Ademero would be an ideal choice with its tight integration and automated workflows.
Ademero best features:
- Scan your paper documents using scanners, mobile devices, or email
- Index your documents using metadata
- Search for your documents using keywords, phrases, or operators
Ademero limitations:
- A limited number of advanced features and a less intuitive user interface compared to other enterprise solutions
Ademero pricing:
- Hosted Standard: $35/month per user
- Hosted Premium: $70/month per user
Ademero ratings and reviews:
- G2: Not enough reviews
- Capterra: 4.3/5 (41+ reviews)
10. Hyland
Hyland is a leading enterprise content management platform that offers document management, records management, and business process automation.
Hyland helps organizations in every industry seamlessly integrate their content, data, and processes to provide the right information to the right people, where and when needed.
It’s a reliable choice for organizations with diverse record-keeping needs.
Hyland best features:
- Scan paper documents using scanners, mobile devices, or email
- Streamline processes and workflows, such as approvals, reviews, or audits, using drag-and-drop tools and templates
- Ensure that your records comply with the relevant laws and regulations, such as GDPR, HIPAA, or SOX
Hyland limitations:
- Implementation and customization may require assistance from Hyland consultants, which come at an added cost
Hyland pricing:
- Contact sales for pricing
Hyland ratings and reviews:
- G2: 4.3/5 (150+ reviews)
- Capterra: Not enough reviews
Summarize this article for me pleaseChoose the Best Record Management System for Your Business
Diligently maintained records are the backbone of any business. They contain valuable information, such as contracts, invoices, reports, etc. A robust record management system can help you improve efficiency and collaboration and ensure document security and compliance.
Each software in this list offers unique features and benefits. Whichever option you pick, ensure it’s tailored to your company’s evolving requirements and holds up to auditorial security.
Here, ClickUp’s versatile project management platform stands out from the rest. Its advanced features, user-centric design, and ability to give you customizable options for efficient record management make it an all-in-one workplace solution you can trust with your documents and business.
Sign up for your free ClickUp account today!
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