Compare Document Management Software Prices -BUYERS GUIDE 2021
What the Price of Document Management Software (DMS)?
In 2021 Document Management Software costs from $37 to $270 a month and the price is affected by the type of product (image system / Software), # of users, and amount of documents to be added weekly. Additional considerations on the total price will be cloud storage, regulatory compliance needs, and security requirements.
Here’s What You Need To Know:
Document management software (DMS) makes it possible to organize, edit, and distribute important documents or images of important documents across a network in a business context. Many business use DMS to centralize and audit all of their free-floating information; as a typical cloud storage service, DMS use intelligent data capture to catalog metadata about documents including editing events, authorship, and security clearance. Greater accuracy and less waste are both major benefits of DMS.
The average office worker uses 10,000 sheets of copy paper each year. If your office has even 10 employees, you can see how quickly this cost can add up.
Streamlining is more than just a buzz-word in successful businesses, and moving paper is slow. It can mean the difference between getting or keeping a client, or losing industry licensing, or failing an inspection.
If you’re looking to lower the expense of paperwork while streamlining your company’s operations, you need a good document management software solution. Here are some DMS solutions to consider and their cost.
What Is Document Management Software?
Most DMS solutions come with some basic document management features. They all store, track and archive your files. After that, there are many benefits of DMS that can be tailored to your business’ needs.
Two pricing models are commonly found in the DMS universe. Subscription plans are available for those companies looking for off-site storage and management. All your documents are hosted on the vendor’s servers who charge per user every month.
Perpetual licensing is the second pricing model you’ll see. In this scenario, you pay for the software once and maintain everything on your own servers.
This is an attractive option if you have sensitive data you’re trying to protect. But it is more expensive because you must own and operate your own servers and systems.
Popular DMS Vendors and Pricing
Here is a list of some well-known DMS vendors and some typical document software management pricing. If you have unique requirements most vendors are happy to tailor a plan and provide specific pricing.
One of the most well-known services on the market today is Google Drive. They offer free service to individuals so if you’re a start-up or small business this is a great way to begin. When you’re ready to scale up, Google Drive’s G Suite has three plans to choose from.
You’ll be able to create, share, and edit documents, videos, and so much more. G Suite integrates well with a variety of apps like Dropbox, eSignature, and Adobe to name just a few.
A Basic plan comes with 30 GB of storage, all your business email support, a calendar, and video conferencing. You’ll also receive Google support 24/7 online, by phone, and via email. The cost is $6 per user per month.
Upgrading to the Business plan gets you unlimited storage, reporting functions, email archiving and retention services, and eDiscovery along with all the Basic Plan features. The cost is $12 per user per month.
The Enterprise plan builds on the other two plans by adding Drive and Gmail data loss prevention services, third-party archiving tools integrated with your Gmail accounts, and access controls at an enterprise level. The cost is $25 per user per month.
Dropbox is one of the largest file-sharing platforms in the world today. It works with Windows, Linux, Android, and iOS, making it perfect for mobile applications.
Dropbox Business is available at three price points and offers discounts when purchasing an annual subscription.
Admins have control features that grant access with a simple link. They can also remotely delete data from devices, generate tracking information regarding access and edits, and edit or change user privileges.
Collaboration is easy across multiple content types including Word, PDF, and other multi-media files. It also integrates with popular apps like Adobe, DocuSign, and Vimeo. Advanced sync technology allows for the most up-to-date content and restoring files is fast and easy.
Dropbox Professional is designed for a single user. You get 3 TB of storage at $19.99 per month or $16.58 per month when billed annually.
Dropbox Business Standard gives you 5 TB of storage for three-plus users and is $15 per user per month. If billed yearly the price lowers to $12.50 per user per month.
Dropbox Business Advanced offers unlimited storage for three-plus users at $25 per user per month. The price goes down to $20 per user per month with an annual subscription.
Dropbox Business Enterprise is designed for large-scale operations. Pricing is determined per customer. You can contact Dropbox for a quote at any time.
Companies with large mobile workforces are empowered with Fluix. Workflows are automated and documents can be set up with pre-determined collaboration and approval processes for more efficient operations.
Templates can also be set up in digital format to streamline anything from maintenance requests to new customer orders. You have the flexibility to store documents on your Fluix account or third-party vendors like Dropbox.
Data retrieval is also available. You can extract information from client forms and work orders to create spreadsheets.
Pricing is presented in three tiers. The Starter plan comes with 5 GB of storage, a configurable one-step workflow routing, and the ability to fill out, annotate and sign PDF documents on mobile and web platforms. The cost is $20 per user per month with a minimum of 10 users.
The Core plan adds multi-step document workflow automation, the ability to extract data from the forms in the field, and bulk send and sign capability. The cost is $30 per user per month with a minimum of 10 users.
An Advanced plan offers all of the above plus advanced reporting functions, security audits, and custom integrations. The cost is $50 per user per month.
Are You Ready to Go Paperless?
Whether you’re a small business just getting started or you manage the HR department at a big corporation, the right document management software can be a huge asset. Not only can it save you money in paper costs, but it can also improve your operations in ways you might not have even thought of yet.
Mobile accessibility and reporting can make your operations team more agile. Sales can be confirmed and service orders initiated from a phone or tablet while sitting in front of your prospective client.
If you’re ready to streamline your operations and go to a digital document platform you should start by comparing document management pricing. Finding the right solution is easier than you think.
Purchasing DMS software can streamline business processes to save both time and money. Make sure you buy the best document management software with this guide.
Are you still holding onto paper records for your business? Is your company able to recover if a disaster hits? Yes, paper is a good way to monitor your day-to-day activity, but there is another option when it comes to data management that may improve your business.
Protecting your business from unexpected problems should be your number one priority. There are a few ways that businesses can track their important documents. One example is old-fashioned such as keeping paper records. Another option we would like to discuss today is sorting sensitive information into document management software.
First, we want to make sure you know what DMS is.
A document management system helps businesses store and track both paper and digital information into one central electronic cabinet. A scanner is used to upload paper documents and convert them into online copies.
Nowadays, it is essential for all types of businesses to keep multiple copies of important documents. The DMS software can also give users access to any file by searching for it in the cloud-based or self-hosted software.
Why Should You Have DMS Software?
There are a number of reasons why you should consider investing in DMS software for your business. A few of these key reasons are:
- The software will allow you to control who sees what documents.
- The business owner can secure certain private documents that not all users can have access to.
- Users are able to edit information at any time if the document is saved into the software.
- Business owners can eliminate the need to keep physical documents with DMS software.
- Having documents stored online can increase searchability and users will have an easier time finding certain files.
- If documents are uploaded online, they can be accessed across all mobile devices, laptops, tablets, and any other device that requires an Internet connection.
Self-Hosted System or a Cloud-Based Document Management System?
There are two main types of DMS software that exist: they are self-hosted and cloud-based.
When talking about self-hosted software, it means your documents are stored on your business’s servers. Installing self-hosted software means that you, the business owner, are able to have full control over managing your information. These systems can run you a few thousand dollars for the initial start-up fee and may require yearly upgrades.
We recommend a self-hosted document management software system if you have a small company and you want to be on top of your files.
In contrast to self-hosted software, cloud-based software is another option for your business to choose as a way to store data. Cloud-based software is popular right now because it gives you the power to see your documents by mobile device or computer. This software is purely accessible online, and it usually costs a smaller monthly fee for each user. By using a cloud-based system, all of your files are backed up continually.
The downside to this type of system is that you rely on Internet connections to access your information, so if the provider has an issue you will need to wait for them to fix it.
What Are Some Top DMS Software Brands?
DEVONthink Pro is $80 and will provide you with a document imaging service. You can easily file your data with this software if you have a Mac computer. This software is also great for a variety of users because it works well for students, teachers, and even lawyers. This is not cloud-based software.
This software is also great for a variety of users because it works well for students, teachers, and even lawyers. This is not cloud-based software.
WebMerge is another way to simplify your data. On WebMerge you can build documents, too. The lowest starting price for this type of cloud-based software is $29 for people who do not need to store large files. If you want to store over 2,000 documents each month they offer a plan for businesses that is $399.
FileCenter Pro enables users to quickly upload scanned documents. This software is great for small businesses that do not require large document management. FileCenter Pro includes optical character recognition which helps users search for documents in a timely manner. The text on documents becomes searchable once it is uploaded into the program.
On our website, you can compare more software to determine which one will fit your individual business needs.
What Does DMS Software Do For Your Business?
Before you invest in DMS software, recognize the value it has on improving your business organization.
When you decide to purchase document management software, your ability to easily share information dramatically increases. Employees can share documents when they need to work together on a project. Having online copies of information saves time and reduces the need to use paper documents to complete a task.
Your employees will be granted access to or will be denied the ability to view certain files. It’s important for you to dictate who can see what. For example, you can tell your store manager to send copies of sales transactions over to your accountant for tax purposes, and not anyone else.
Gives You Remote Access
With DMS software installed, you are able to observe all of your data from your phone. You can track everything from daily sales to invoices, to customer feedback from anywhere in the world as long as you have an Internet connection. According to the New York Times, 43 percent of people living in the United States work remotely. This type of management eliminates the stress that comes with organizing paper files. All of your information is stored in one convenient location.
Document Management Software Sample Costs:
Below are a few examples of prices for Document Management Software which will give you an idea of how much you will pay for your purchase.
- Single User average starting cost of $1,000
- $8,000 – $10,000 typical cost for 10 Users
- 2,000 – $5,000 average cost of Set-Up and Consulting Fees
- Hosted Document Management Services Price Range $500 to $2,550 per year.
Popular Document Management Software Suppliers: M-Files, DocPoint Personal, BlueDoc Document Management Systems, Paperless, Dokmee Home, and Paperport Professional.
On our site, we provide many buyer’s guides for a variety of services and systems. Our document management software buyer’s guide allows you to determine if you need to buy DMS software (and what type) for your small or large business.
At PriceItHere.com, we pride ourselves in helping you select the best products to help your business thrive in 2017.
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