Compare Document Management System Prices -BUYERS GUIDE 2018
Document management systems cost as low as $72/month, though more robust and multi-functional systems can cost hundreds. 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.
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.
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.