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What is records software?
A records management system serves two general functions. The first is to ensure that a company meets legal and regulatory requirements. But records management systems also serve a more general function: They greatly simplify the many workflow processes required to create, distribute and maintain accurate records.Showing 1 - 20 of 192 products
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FileHold
FileHold
FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include...Read more about FileHold
NAVEX
NAVEX
NAVEX Global is a fully integrated compliance management system that allows businesses to consolidate their entire GRC program onto a scalable cloud-based platform. The suite of GRC software and training tools offers functionality...Read more about NAVEX
PinPoint
PinPoint
PinPoint is a cloud-based document management solution suitable for businesses of all sizes - from startups to enterprises. It can even be deployed and hosted on local servers in addition to LSSP Corporation's SaaS cloud. Key...Read more about PinPoint
DocSavy
DocSavy
DocSavy provides a cloud-based operation management platform for that helps businesses to organize and store documents related to business, assets, buildings, vehicles and more. Within DocSavy, data and information is automat...Read more about DocSavy
IBM Enterprise Content Management
IBM Enterprise Content Management
IBM Enterprise Content Management (ECM) is a software suite that can capture, protect, activate, analyze and engage with content, both structured and unstructured. It is suitable for companies with more than 100 employees and is s...Read more about IBM Enterprise Content Management
OnBase
OnBase
OnBase is a cloud-based enterprise information platform that helps small to large organizations manage content, processes and cases. With specific solutions for insurance, financial, higher education, government, commercial and he...Read more about OnBase
M-Files
M-Files
M-Files is a global leader in information management. The M-Files metadata-driven document management platform enables knowledge workers to instantly find the right information in any context, automate business processes, and enfo...Read more about M-Files
ZenQMS
ZenQMS
ZenQMS is a cloud-based quality management system that provides tools for document collaboration and control. It helps businesses manage aspects of document lifecycle, allowing them to transit their workflows from manual, paper, a...Read more about ZenQMS
Fluix
Fluix
Fluix is a no-code, simple-to-use software solution that helps companies to digitize documents and automate routine tasks, all in one place. We solve the pain points of office and field teams who want to deliver faster and gather...Read more about Fluix
Acquia
Acquia
Acquia is a headless CMS designed to help government organizations, nonprofits and businesses in healthcare, manufacturing, hospitality, education, media, financial services and other industries. It allows professionals to create,...Read more about Acquia
Adobe Experience Manager
Adobe Experience Manager
Adobe Experience Manager is a cloud-based content management solution designed to help businesses create websites, mobile applications and web forms. The artificial intelligence (AI)-enabled platform allows content creators to cre...Read more about Adobe Experience Manager
GovOS
GovOS
GovOS (formerly SeamlessDocs) is a forms engine and eSignature platform that converts manual, paper-based processes into automated online versions. It includes Doc Editor that converts PDF files into cloud documents. The solution ...Read more about GovOS
Content Central
Content Central
Content Central on-premise or in-cloud document management software streamlines business and document-intensive processes for companies worldwide. Organizations of any size can control and track which users access, change, and sha...Read more about Content Central
Apparound
Apparound
Apparound provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the configuration of the order and simplify sales management. The solution is designed to improve the...Read more about Apparound
ViewCenter
ViewCenter
ICM's ViewCenter is a secure digital environment where your business-critical documents live, and your important processes can be optimized. Get a quick ROI with powerful search functions, secure file sharing, compliance, tasks & ...Read more about ViewCenter
Aurea Compliance Manager
Aurea Compliance Manager
Aurea Compliance Manager (formally known as NextDocs) is a cloud-based content management and compliance solution that helps pharmaceutical, biotech, and life sciences companies follow FDA guidelines. The solution can be deployed ...Read more about Aurea Compliance Manager
Veeva Vault
Veeva Vault
Veeva Vault is a cloud-based content management solution with built-in collaboration features designed specifically for the life sciences industry. It comprises multiple modules that independently perform separate functions. ...Read more about Veeva Vault
PaperSave
PaperSave
PaperSave is a hybrid document management solution (DMS) that offers automated electronic workflows and transactions for Microsoft Dynamics, Intacct and Blackbaud, which help users to track, manage and store their organizations' d...Read more about PaperSave
Clireo
Clireo
arivis AG (formerly Mission 3) offers Clireo, an eDMS solution suited for the life sciences industry. It can be deployed on-premise or on the cloud. The solution helps life science companies manage document-intensive projects such...Read more about Clireo
ISEBOX
ISEBOX
ISEBOX is a cloud-based content management solution that helps companies to store, manage and distribute content. Key features include content publishing and sharing, tracking and reporting as well as data visualization through re...Read more about ISEBOX
Popular Records Management Software Comparisons
Buyers Guide
Last Updated: November 23, 2022You might assume that records management and document management are the same thing. After all, the terms “records” and “documents” are often used interchangeably. However, that doesn’t mean they are the same. And if you want to protect your business from legal, regulatory or compliance problems, you really should know the difference.
Records are a specific type of document or file, which can be either physical (paper) or digital. What sets records apart is the fact that they can be used as legal proof that something (or some relationship) exists or existed at the time the record was created. The preservation and management of records is an absolutely critical aspect of businesses that rely on them. Records management software ensures that nothing is lost or overlooked.
In this Buyer’s Guide, we’ll focus on records management software and discusses the following topics:
What Is Records Management Software?
Common Features of Records Management Systems
Advice for Choosing Records Management Software
What Is Records Management Software?
A records management system serves two general functions. The first, discussed below, is to ensure that a company meets legal and regulatory requirements.
But records management systems also serves a more general function: They greatly simplify the many workflow processes required to create, distribute and maintain accurate records. They have this in common with (the more general purpose) document management software, and for this reason there are many similarities between the two.
As mentioned above, records are a very specific type of document that can serve as legal proof or evidence. (Think of it like squares and rectangles: a record is a type of document, but not all documents are records.) As such, records are often necessary in order to prove compliance with regulations and laws.
In some industries, compliance must be shown at periodic intervals. For example, a food distributor uses records to demonstrate compliance with food safety regulations and may need to do so every year or every quarter, as mandated by local regulations.
In other cases, records may not be requested until after an incident. If a worker gets injured at work, for example, a resulting lawsuit could compel the employer to demonstrate that safety guidelines were followed. Without the appropriate records showing that the safety guidelines were in place, the business could be exposed to increased liability.
Common Features of Records Management Systems
Many vendors offer records management software, and there can be substantial differences among their offerings. However, there are some basic features that are common to most records management systems.
To give you a better understanding of the core functionality, we've created a table outlining those most common features.
| Inventory management | The core feature of a records management system. Includes basic functions, such as scanning, duplicating, sending and saving, as well as more advanced functions, such as automation based on a company’s retention and classification policies. |
| Search tools | Make sure employees can find the correct records when they’re needed. These usually work with a variety of search operators or content fields, so users can locate a record even if they only know, for example, the record’s date of production or last use. |
| Compliance tracking | Assists with ensuring records are maintained (updated) as required by law or company policy. A compliance tracking function might, for example, issue periodic alerts that certain records need to be updated, modified or replaced. |
| System of record | Used to organize multiple versions of the same record, ensuring that the master copy reflects any changes made to other versions and lets administrators track changes and record ownership as records move through an organization. |
| Retention and classification tools | Retention tools ensure documents are saved in the system for as long as needed, either as required by law or company policy. Classification tools help automate the organization, storage and retrieval of records by grouping them into categories depending on their business function. |
Advice for Choosing Records Management Software
Choose the wrong customer service software, and you might start to lose customers. On the other hand, if your company has poor records management, it could end up facing fines, penalties, lawsuits, and even criminal prosecution. Clearly, neither situation is ideal, but at least there are warning signs if customers start to leave. If you have the wrong records management software, you may not even be aware of the problem until it’s too late.
- If your company has a large amount of paper records that it hopes to digitize, then look for records management software with integrated scanning capabilities.
- If your company has so many paper records that digitizing them all would be unfeasible, but you still need to organize and manage them, consider solutions with radio-frequency identification (RFID) tracking to help bridge the gap between digital and paper.
Record scanning app in Docufree's Path to Paperless Software
Finally, ensure that records management software is really what you need. Sometimes companies think they need records management software, but they’d actually be better served with a document management platform. And the opposite can also be true. Ultimately, companies must find the right balance of functionalities that will improve existing workflow processes while adding a layer of safety and oversight to its management of important records.
If you’re unsure which type of system best fits your organizational needs, make sure you examine both types before making a decision. Alternatively, give us a call, and we’ll help you decide.