Document Management Software

In my experience as a Records Coordinator, I have used various software packages to track physical records for a large law firm. From as simple as 3×5 cards, to Microsoft Excel spreadsheets, then to Microsoft Access and up to full stack specialized client/server setups like iManage Records Manager (Govern).

Each system of tracking has its merits and downfalls. Especially when you are looking for a cost effective solution as compared to the size of law firm or other corporate entity. There are not many low cost solutions available for smaller firms, except for home grown spreadsheets or card catalogs.

Here are a few of the entities out there that are providing software solutions as of November 2018

TAB FusionRMS – a company headquartered in Mayville, WI. The software says it helps simplify the tracking and retention of physical records. Ability to track chain of custody and also to apply legal holds. They do have a buyers guide on the website for choosing the right RM software. They appear to focus on RIM as a company. Scrolling down the page on the site you will find links to various resources including a demo video and case studies. No pricing available on the website

OnBase by Hyland – a company headquartered in Westlake Ohio. Seems to be a well organized website about their physical and electronic record tracking system. One user interface for tracking regardless of media type. The software tracks chain of custody and provides for proper retention scheduling. There is a demo link on the site.

Virmati File Tracking – company from India that provides for electronic and physical file tracking. Their goal seems to be on the conversion side of paper to electronic but will allow tracking of the physical copy. Their niche seems to be the banking and financial industry. No visible pricing available. No software demo or documentation visible. The File Tracking system information is buried under their private sector offerings of services.

SoftExpert Archive – company possibly headquartered in Brazil but with offices in most major countries. They say their software is an Enterprise quality solution to track and apply retention to physical paper records. They also track capacity of storage locations. There appears to be a demo and brochure available on the website.

infolinx – a company from Kensington, MD. They provide a physical file tracking software that is capable of using day-forward barcodes or existing barcodes. They specialize in RFID tracking as well. The software can also track your electronic files. The software system can be housed on premises or can be cloud based. You can request a demo from their website, and in my experience the demo with them was done very well. There are case studies available on their website. There are other resources available to, especially a couple videos.

Feith – a company from Ft. Washington, PA. Their software is a full service paper file tracking system that includes barcoding, disposition, chain of custody and an easy check-in/out process. In order to download resources or white-papers you must fill out a contact form. They also have software solutions surrounding legal and government needs. No demo or pricing information available on the website.

Southwest Solutions Group – a company headquartered out of Dallas TX, they look to be a full service solution provider from cabinets, supplies on up to tracking software. They appear to be big proponents of automation by utilizing RFID technologies. They do have marketing brochures downloadable from the website. Pricing information is not easily available.

ISDA – a company from Nashville TN. They appear to be mainly a storage device solutions company. They do have file tracking software, but seems to be an add on and not a specialty. There does not appear to be any brochures, demos or pricing available.

Alliance PaperChase – a company from the United Kingdom. Their business appears to centralize around tracking of physical and electronic documents. The software seems to provide full life cycle of document tracking up thru disposition. Not much available on the website for demo or pricing. There were a few images and the software does appear to be “dated” but likely very robust.

smartrac – a company headquartered in Amsterdam. The appear to be an RFID solution provider that includes software that can track physical files as well as other items. No demo or pricing available on website.

iManage Records Manager –