Compare Document Management System Prices -BUYERS GUIDE 2020
In 2020 document management systems cost about $50-$150/Month (Hosted Software) or $950/user (on-premise software). More robust and multi-functional systems can increase cost by about 25%.
Here’s What You Need To Know:
Price is affected by number of users, tools, integration requirements, and security features. Managing all of your business’s documents can be an enormously time consuming task, and digitization doesn’t necessarily make it easier. While the Computer Age has definitely made it easier to search documents for specific data, to send documents around the world with virtually no expense or time lag, and in helped with document management in other ways, it has also created problems when it comes to compatibility, file corruption, and more. The sheer volume of documents that now need to be managed has also increased, creating a major headache for businesses of any size.
What’s The Cost of Document Management Software?
Document management systems can be an affordable solution to these problems, restoring the ease of use that digital documents were supposed to provide. Most packages that can be natively installed—that is, software you either download or purchase on a physical CD and install on the computer terminals in your business—can start as low as around $70, though more robust and multi-functional systems can run well into the hundreds. You’ll also typically need to purchase a copy of the management system for every user and/or terminal that needs access to the software, so keep that cost multiplier in mind.
Internet-based document management solutions are also available; these “systems as a service” or SaaS options will have lower up-front costs and can offer greater integration with email accounts and other documents that are communicated online. Annual or monthly subscription fees can add up to more than the price of purchased software relatively quickly, but with native document management service you’ll likely need to purchase upgrades relatively frequently while SaaS document management applications will be regularly updated without the need to install and learn new programs and interfaces.
What to Look for in Document Management Systems:
The most important feature of any document management service is its ability to work with all of the different kinds of documents you use in your office. Virtually all systems will be able to handle Microsoft Office documents (.docx, .xlsx, and other files), PDFs, and other common digital document types, but if you use any specialized file types in your business you should make sure your software will be able to handle them.
Your document management solution should also be able to integrate with the common means of document communication and transmission you use in your business. Again, commonly used means of communication such as Outlook, Apple Mail, and other email services will be supported by most document management platforms, and faxes and direct integration with scanners will also be supported by many. If you use other software or protocols to transmit documents, especially systems meant to create better security through increased encryption, ensure that there’s a way to give your document management system the access it needs.
On-Site DMS Software Costs
For about $950 per user you’ll get full consultation, setup, and maintenance support. The investment typically does not include how long it might take your in-house IT staff will spend implementing and managing the DMS system. For some businesses there’s also a need another server to house the data, which can add another $4k – $5k to bill.
Hosted DMS (Cloud Based) Costs
The cost for cloud based DMS Software is between $50-$150/month. This rate covers reasonable amount of storage small businesses. The good news is updating software is typically done by the seller and cost are considerably less the maintain the document management software.
Finally, see how robust the support community—both company-provided and user-provided support—is for the solution you’re considering. Especially in the early phases of document management software adoption, you’re going to run into some wrinkles, and you’ll want to be able to iron them out quickly.