Our Top Picks

Connecting-software
CB D365 SharePoint Permission Replicator
  • Deployment: Windows, web-based
  • Support: Email, phone
  • Reporting
Connecting Software is a company that provides several solutions to businesses, one of which is the CB Dynamics 365 to SharePoint Permissions Replicator. It recognized the issue with storing Dynamics 365 records on SharePoint, where any employee could access private files. The platform fixes this problem, designing a permission system that caters to your business needs.

Once you install the system on your server, it runs quietly in the background. It synchronizes permissions between Dynamics 365 and Sharepoint, creating user maps to ensure security. You can also set permissions manually where necessary.

Features include:
  • Connect on local computers or the cloud
  • Seamless document extractor
  • Structure creation
  • License for tech support and updates
There are several price plans available, depending on the plan period and user numbers. You can test the platform out for free for 15 days, after which you’ll need to subscribe. If your company has more than 300 members, you can request a customized quote for a possible discount.

Pros & Cons

Since Connecting Software’s primary focus for this solution is linking Dynamics 365 with SharePoint, it lacks a few features. For instance, you won’t find any archiving or retention tools for compliance. There’s also no version control.

On the plus side, there are various integrations you can use, and it resolves the issue of unsecured access to your Sharepoint files. You’ll also find several reporting tools at your disposal.

Pros

  • Several integrations
  • Numerous reporting tools

Cons

  • No archiving/retention
  • No version control

What Customers Are Saying

Many clients who’ve had issues with Sharepoint permissions praise this software, with one reviewer stating, “I have been able to track all communications within the sales module, with a click of a button. The flexibility also allows it to be used widely in an organization as it expands.” When it comes to usability, the same writer claims, “The software takes time understanding and getting used to.”

Summary

Connecting-software
CB D365 SharePoint Permission Replicator
  • Starting Price
    • $8/user/month for 20 - 50 users
    • $5/user/month for 51 - 150 users
    • $4/user/month for 151 - 300 users
    • Custom for 300+ users
    • *annual billing discounts available
  • Archiving/Retention
    No
  • Change Management
    No
  • Version Control
    No
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Windows, web-based
  • Support: Email, phone
  • Reporting
Digify
Digify
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone
  • Integrations
Dignify has several solutions in one product, starting with Digital Rights Management. You can set the copyright for your company’s intellectual property to protect it when you perform marketing through advertisements or social media. You can also secure different formats, such as PDFs, videos, and images.

Another product is the Virtual Data Room, where you can store confidential information between you and your business partners. In this way, users both inside and outside your business have special permissions for access to the virtual guest areas. It also provides encryption for any email attachments between you and the external parties.

Features include:
  • Access control
  • Restricted forwarding
  • Revoke access
  • Several document formats supported
  • Permission downloading and printing
  • Passkey encryption
  • Watermark for extra security

There are a few price plans for Dignify related to the specific features you require, how many users need access, and the data room’s size. You can request a tailored quote or use the seven-day trial period to test the system for massive corporations. There are plenty of platforms you can install the software on, including mobile devices.

Pros & Cons

The primary goal of Dignify is to secure your documents so that anyone without permission can’t access them. You’ll find several integrations available with a minimal focus on ensuring compliance. It doesn’t provide a tool for digitally signing records, so you may need to look for a company that offers electronic signature software.

Pros

  • System integrations

Cons

  • No electronic signature

What Customers Are Saying

One user was impressed with how intuitive Dignify’s software is, stating, “It allows me to quickly and easily put restrictions on the documents I want to share so that only the people I send them to have access.” Another reviewer enjoyed the protection it provides, writing, “Digify access controls are much more limited, which guarantees me a higher level of security in terms of access to information. Another aspect that I really liked is the fact that it has ISO certifications in terms of security.”

Summary

  • Starting Price
    • $99/month for Pro
    • $250/month for Team
    • $1000/month for Business
    • Custom for Enterprise Plan
  • Archiving/Retention
    No
  • Change Management
    No
  • Version Control
    No
  • Integrations
    Yes
  • Reporting
    No
Features
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone
  • Integrations
DocSend
DocSend
  • Deployment: Web-based
  • Support: Email, phone
  • Version control
DocSend lets you share documents with colleagues and partners without attaching any files. You can send a link or provide access through a secure portal. The feedback is instant, while the version control feature ensures you’ll only work on the latest records.

Security and tracking are two of the top benefits of this document control software. You can encrypt files with a password and emails with verification. It also notifies you if any links are being forwarded to other parties.

Features include:
  • Secure sharing
  • Document analysis
  • Dynamic watermarking
  • Virtual rooms
  • E-signatures
  • One-click nondisclosure agreement
There are three price plans that grow in cost with each user in the system at your company. The more expensive the monthly subscription, the more features you can access. If you want to test if the platform will work for your business, there’s a 15-day free trial.

Pros & Cons

Various reporting tools are available so that you can monitor your record management system at a glance. There’s an e-signature feature for your company’s employees to acknowledge receipt or a manager to supply approval. If you want to refer to an original draft or see a later copy, the software has version control in place. However, there isn’t much focus on compliance management, and you won’t find any archiving or retention tools.

Pros

  • Reporting tools
  • Electronic signature
  • Version control

Cons

  • No compliance management
  • No archiving/retention

What Customers Are Saying

Businesses that use DocSend’s best document control software tools heap loads of praise on its functionality, one stating, “Professional, flexible, scalable technology that makes every start-up look good and gives every investor a sense of confidence.” There’s also an appreciation for the system integrations, a reviewer writing, “We like the integration with Gmail. It allows us to share large files easily while keeping track of who opens it.”

Summary

  • Starting Price
    • $10/user/month for Personal
    • $45/user/month for Standard
    • $150/user/month for Advanced
    • Custom for Enterprise
  • Archiving/Retention
    No
  • Change Management
    No
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Web-based
  • Support: Email, phone
  • Version control
Dropbox
Dropbox
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone, live support
  • Integrations
While Dropbox is available for teams and individuals, the former works better for corporations and businesses of any size. Known as Dropbox Business, it has an admin console that provides insights into your team’s activities. You can also track and audit any links shared with external parties.

Dropbox boasts an extensive array of system integrations, connecting to over 3,000 apps you can use in your business. There’s also a file backup system to ensure you don’t lose any of your records. For further safety, you’ll receive enterprise security with content control measures.

Features include:
  • File recovery
  • Team folders
  • Link permissions
  • Admin controls
  • Smart synchronizations
Several packages are available for you to consider for the business, rising as you add features and user numbers. You can also ask for a quote if you have specific requirements. When it comes to support, there’s a live team available, or you can contact them via phone or email.

Pros & Cons

While there are limited reporting tools available, you’ll have access to archiving for long-term retention. Change management protocols are in place so you can monitor which team members make alterations based on permissions. Finally, there’s version control in place to ensure you only work on the latest copy.

Pros

  • Archiving/retention
  • Change management
  • Version control

Cons

  • Few reporting tools

What Customers Are Saying

Dropbox has been making work easier for many clients, with one stating, “We are able to organize our documents very efficiently using the tools instead of having to use an internal server.” A reviewer praises the collaboration function, writing, “We use Dropbox to collaborate between video projects, graphic projects, and photo projects.”

Summary

  • Starting Price
    • $12.50/user/month
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    No
Features
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone, live support
  • Integrations
EtQ
EtQ Document Control Software
  • Deployment: Web-based
  • Support: Email, phone
  • Reporting
EtQ is a quality document control platform that provides several resources depending on your industry. It can assist you with product information records or organizational risk management processes. If you’re in the finance field, you can also draw return-on-investment reports and evaluate valuable insights.

An impressive feature is the on-demand training for your related industry. Your team members can study the system at their own pace, and there are various modules you can learn as needed. You can also customize different sections of the software so that you’re only applying the necessary tools.

Features include:
  • Agile platform
  • Audit management
  • Corrective action
  • Nonconformance tracking
  • Supply chain management and control
  • Archiving and distribution tools
Since EtQ caters to over 15 industries and team models, you’ll need to contact it for a price. The company will design a subscription based on your business goals and related regulations. It’ll also supply you with a free demo to view the most significant aspects.

Pros & Cons

You’ll be able to archive for as long as is necessary, with the option to retrieve the information should you need it. Electronic signatures are also available for approvals and contracts, while the system ensures you follow the legal requirements for documents. However, few integrations are available, and there’s no version control.

Pros

  • Archiving/retention
  • Electronic signatures
  • Compliance management

Cons

  • No integrations
  • No version control

What Customers Are Saying

When asked what clients enjoy about the software, one writes, “The ability to design, create, and maintain custom made modules in EtQ was a major reason why our organization chose EtQ.” Another user complemented its features, stating, “Purchasing a suite option allows for continued growth and centralizing of data into one manageable area.”

Summary

EtQ
EtQ Document Control Software
  • Starting Price
    • Quote based
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    No
  • Integrations
    No
  • Reporting
    Yes
Features
  • Deployment: Web-based
  • Support: Email, phone
  • Reporting
Greenbox
Greenbox
  • Deployment: Web-based, Android, iOS
  • Support: Email, phone
  • Integrations
Discus Business Solutions has several products available, one of which is the Greenbox Document Management System. It creates a central repository where your entire organization can access company files. The software also gives you complete control of your content, letting you edit, share, store, and streamline your records.

The most significant element is collaboration. You can set expiry times for documents, and there’s a function for sending only article portions that are relevant to the recipient. If you need to search for a specific term, there’s a robust tool that looks through metadata for the information.

Features include:
  • Version tracking and history
  • Notifications and alerts
  • Cloud encryption
  • Admin and system authority
  • Operation scalability
There’s an affordable monthly plan for businesses that are looking to pay per user. The more members you set up to manage the system, the more you’ll pay. At least there’s a free demo to test the platform on the web, Android, or iPhone.

Pros & Cons

The only downside worth noting for Greenbox’s best document control software is that there are no electronic signatures. Change management tools are in place, and there’s also version control to work through the different drafts. Finally, the platform ensures your records are secure and comply with regulations.

Pros

  • Change management
  • Version control
  • Compliance management

Cons

  • No electronic signatures

What Customers Are Saying

Several users completed online surveys for the Greenbox product. One reviewer states, “Other DMS offers limited Storage space, while Greenbox offers 50GB storage space. Which is unbeatable.” Another client writes, “Greenbox accepts every file type, with Greenbox you can selectively allow or deny access to a document, set frequency-based reminders for yourself and your team, capture, retrieve and approve documents from mobile and store your data on the cloud, private cloud or on-premise.”

Summary

Greenbox
Greenbox
  • Starting Price
    • $9/month/user
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Web-based, Android, iOS
  • Support: Email, phone
  • Integrations
Intellect
Intellect
  • Deployment: Windows, web-based, iOS, Android
  • Support: Email, phone, live support
  • Compliance management
Boasting a clientele base with startup companies and Fortune 500 brands, Intellect improves productivity while ensuring compliance. Users can access document control software options like change management, version control, audit trail, and electronic signatures. Intellect’s user-friendly no-code platform enables users to modify applications, such as Document Control, to meet any organization’s unique requirements.

Intellect offers live and on-demand training for any of its solutions, including instructor-led training, documentation, videos, conferences, and webinars. Several tools are available for collaboration, making business workflows more efficient. The dashboard provides reports and insights into various aspects of document control with reports and live metrics that can be customized.

Features include:
  • No-code platform
  • Audit tracking
  • Corrective action
  • Nonconformance
  • Employee training
  • Native mobile apps
Since Intellect covers numerous industries, the only way to find package plan prices is to request a quote. Intellect offers a free demo and a 14-day free trial to test the system out with deployment available in the cloud hosted by Amazon Web Services (AWS) or private cloud or on-premise and includes native mobile apps.

Pros & Cons

It would have been a nice touch if Intellect provided an idea of what its product costs. There are four different plans on the site, but none indicate subscription prices. When it comes to the benefits, you’ll find an archiving system in place. Further features worth noting are change management tools and electronic signatures.

Pros

  • Archiving/retention
  • Electronic signatures
  • Change management

Cons

  • No prices listed on site

What Customers Are Saying

Customers are pleased with what Intellect has to offer, with one writing, “The software is easy to set up and create new modules if needed. Also very user friendly in finding documents.” Another user indicates, “… any function, feature or scenario we have come up with and the Intellect software has been able to provide multiple ways of accomplishing the task.”

Summary

Intellect
Intellect
  • Starting Price
    • Quote based
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Windows, web-based, iOS, Android
  • Support: Email, phone, live support
  • Compliance management
ISETIA
ISETIA
  • Deployment: Windows, web-based
  • Support: Email, phone
  • Integrations
ISETIA takes a holistic approach to document control. It takes several aspects related to it and offers them all in one bundle. For instance, you’ll find tools for managing risk, conflict, issue, 3P, cost, and change.

The software provides a function called Automated Archivization. Besides retaining old records for a specific period, you can set rules for when they should automatically archive. Moreover, your team can access historical documents at any time if they have the right permissions.

Features include:
  • Visual comment markup
  • Extensive security protocols
  • Multidimensional layers
  • Transparent flow
  • Revision tracking
  • Flexible structure
You can try a free demo of the platform, and you’ll receive support via email and phone. Deployment is web-based and on Windows, but there’s no official price list on the site.

Pros & Cons

While there’s a team available to assist you via phone and email, you’ll find no live support. Compliance management tools are in place, while you’ll also have access to various reporting tools. Finally, you can track any changes made to documents.

Pros

  • Change management
  • Reporting
  • Compliance control

Cons

  • No live support

What Customers Are Saying

One user was succinct in the description of the software, stating, “Easy Interface. Very fast implementation. Great local support and affordable price.” When discussing the top benefits, a reviewer writes, “This program is great for collaborating with people in and out of the office. You can access the files anywhere via the internet.”

Summary

  • Starting Price
    • Quote based
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Windows, web-based
  • Support: Email, phone
  • Integrations
IsoTracker
isoTracker Complaints Management
  • Deployment: Web-based
  • Support: Email, phone
  • Reporting
isoTracker is another company that provides several products under one umbrella. Some software packages on offer include Complaints Management, Audit Management, Training, and Risk Management. The solution that makes our list is the isoTracker Document Management software platform.

Besides preventing human error and reducing expenses, you’ll receive peace of mind with the compliance management tool. The automations assist with task management, archiving, and workflow processes so you can focus on your core business. There are also encryptions and daily backups to protect your files.

Features include:
  • Change and version control
  • Free support
  • ISO 9001 documents
  • White papers
  • Corrective action
isoTracker offers individual pricing plans for its various products, but the document control software is affordable for small businesses. There’s a lengthy 60-day free trial with support at no cost.

Pros & Cons

While there are integrations available with other document software, these are small in number. On a positive note, there’s version control available, and you can approve files with electronic signatures. The system also lets you archive records for several years.

Pros

  • Version control
  • Electronic signatures
  • Archiving/retention

Cons

  • Few integrations

What Customers Are Saying

Many clients tout the benefits of isoTracker, with one user stating, “I find ISO Tracker simple and easy to use but also very effective in maintaining an accurate Safety Management System.” Other members enjoyed the remote functionality, writing, “The software allows read/write and read users which makes it easy to control who can write into the system. Good approval process as well as accessibility that is web based (so can login from anywhere).”

Summary

IsoTracker
isoTracker Complaints Management
  • Starting Price
    • $9.35/month/user
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    No
  • Reporting
    Yes
Features
  • Deployment: Web-based
  • Support: Email, phone
  • Reporting
LogicalDOC
LogicalDOC
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone
  • Electronic signatures
LogicalDOC has an advanced automation system that requires little training. Its software features drag-and-drop functionality, letting you sit back while it does the rest. If you already have files in place that need sorting, the platform imports all of it for you so that you don’t have any hassles doing it manually.

The software works on several devices, making it extremely portable. Since it mostly works on the cloud, no installation or hardware setup is necessary. The files are stored with online backups, with your team able to access them for collaboration and strategic meetings.

Features include:
  • Multilingual interface
  • Mobile web interface
  • Metadata templates
  • Document searching
  • Bookmarking
The different plans on offer are Community, Business, Enterprise, and Cloud. Each one unlocks a variety of features, but you’ll need to request a price. LogicalDOC will tailor the cost to suit your business and industry.

Pros & Cons

The only downfall is that the system doesn’t cater to compliance. However, you’ll find version control and change management at the top of the features list. There are also several app integrations you can use from other software.

Pros

  • Version control
  • Change management
  • Integrations

Cons

  • No compliance management

What Customers Are Saying

Most users enjoy the design, with one writing, “My co-workers loved that it looks like a typical folder filing system. I personally love the add-ons that allow filing directly to the database from Microsoft products (Outlook, Excel, Word, etc.).” Other clients refer to the effect on the business, stating, “Before we implemented LogicalDOC there was a lot of resistance and opposition to such a big change in working practice. It was only a matter of weeks before users were telling me how happy they were and how easy it was.”

Summary

LogicalDOC
LogicalDOC
  • Starting Price
    • Quote based
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Mac, Windows, web-based, iOS, Android
  • Support: Email, phone
  • Electronic signatures
MasterControl
MasterControl
  • Deployment: Web-based
  • Support: Email, phone, live support
  • Integrations
MasterControl Documents is the centerpiece of the MasterControl Quality Excellence suite of solutions. It manages the entire document lifecycle, from creation through distribution, approval, and obsolescence. The solution provides a centralized repository for all documents necessary for compliance, making audits and inspections simpler. It comes with robust revision control, collaboration, and analytics features. Five of the most important regulators in the United States trust and use the solution.

Pros & Cons

Sadly, the only deployment is web-based, so you won’t find apps for Windows or mobile. MasterControl’s document control software features include version control and change management, giving you better tracking of any alterations. You’ll also have archiving in your arsenal to keep your records in place for several years.

Pros

  • Change management
  • Archiving/retention
  • Version control

Cons

  • Only web-based deployment

What Customers Are Saying

MasterControl has received several positive reviews, with one user writing, “It significantly lowered our risk, makes our processes more efficient, and streamlined ongoing system maintenance and support.” Another company praised the easy setup, stating, “As someone with no document control experience, I was surprised how easy it was to learn MasterControl. The GUI is similar to Windows 10 and the in-app help guide is very comprehensive.”

Summary

MasterControl
MasterControl
  • Starting Price
    • $25000/year: 5-license minimum
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Web-based
  • Support: Email, phone, live support
  • Integrations
Qualtrax
Qualtrax
  • Deployment: Mac, Windows, web-based
  • Support: Email, phone
  • Compliance management
Qualtrax offers its users a client portal where they can manage the entire workflow. A few of the modules are already set up for use when you begin, such as Internal Audit, Corrective Action, and Management Review. You’ll have the ability to quickly spot any gaps in your processes and set up tasks to close them.

If you’re concerned about audits and retaining your accreditation, the software manages this aspect on your company’s behalf. Its services specifically relate to specialized industries, some of which include forensic, clinical, and cannabis labs. It also caters to other general industries, adjusting the platform to suit your needs.

Features include:
  • Manage accreditation
  • Testing and training
  • Centralized audits
  • Remote work
  • Risk reduction
  • Quality culture
The three main platforms for the software are Windows, Mac, and web-based. Since it offers different services to individual industries, you’ll have to request a price based on your business objectives.

Pros & Cons

It’s hard to find fault with a product that appears to offer everything. You can use several reporting tools for document controls, and there are also numerous integrations with third-party apps. You can set rules for automatic archiving or manually work through your retained files. If you need assistance with the software, however, there’s no live support available.

Pros

  • Various reporting tools
  • System integrations
  • Archiving/retention

Cons

  • No live support

What Customers Are Saying

Most businesses were pleased with how much they can manage on the system. One user writes, “Having control over every aspect of your documents lifecycle, whether hosted or not, is powerful. Complete control over your documents, processes, workflows, testing and training.” A reviewer added compliments for the integrations, stating, “Document management system is a full featured system, capable of handling both controlled and uncontrolled documents, even to mixing them within a given folder, providing for a flexible, convenient integrated document management system.”

Summary

Qualtrax
Qualtrax
  • Starting Price
    • Quote based
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    Yes
  • Reporting
    Yes
Features
  • Deployment: Mac, Windows, web-based
  • Support: Email, phone
  • Compliance management
TrackMyRisks
TrackMyRisks
  • Deployment: Web-based
  • Support: Email, phone
  • Change management
TrackMyRisks provides document control software for businesses that focus on risk compliance, school regulations, and building safety. Moreover, it covers automated processes for critical records that need to be maintained for legal reasons. Some top examples include insurance policies, maintenance certificates, supplier contracts, and risk assessments.

You won’t need to sift through different drafts and revisions for the correct copy as version control is included. User tracking lets you view who has specific permissions and where approvals are applied. It also backs up your files and scans them for any viruses whenever a change is made.

Features include:
  • Document expiry alerts
  • Custom tagging
  • System notifications
  • Unlimited permissions
  • Activity logs
  • Virus scanning
Three price plans are available, based on the features you’d like to use and how many live documents you work with monthly. For unlimited resources, you can request a quote based on how complex your processes are. Feel free to test the free demo before signing up for any of the packages

Pros & Cons

The one element missing from TrackMyRisks’s offering is electronic signatures. What is present is an extensive retention system to ensure your archiving needs are met. It ensures your company is complying with document regulations, and you’ll be able to access and manage various versions.

Pros

  • Archiving/retention
  • Version control
  • Compliance management

Cons

  • No electronic signatures

What Customers Are Saying

When discussing compliance regarding external and internal stakeholders, a user writes, “TMR solves that in spades with its Privacy by Design and Default approach to sharing and permissions on those docs. Only the creator has visibility until it is explicitly shared.” Another reviewer provides a view on the software’s versatility, stating, “This can be used as a prospecting tool in itself for resellers or for clients, a safe repository for their critical and essential governance documents.”

Summary

TrackMyRisks
TrackMyRisks
  • Starting Price
    • £30/month for Classic
    • £90/month for Professional
    • Custom for Enterprise
  • Archiving/Retention
    Yes
  • Change Management
    Yes
  • Version Control
    Yes
  • Integrations
    No
  • Reporting
    Yes
Features
  • Deployment: Web-based
  • Support: Email, phone
  • Change management
VisibleThread
VisibleThread Docs
  • Deployment: Mac, Windows, web-based
  • Support: Email, phone
  • Version control
VisibleThread has three main focal points with its document control software. Besides aiding in gaining more business, it improves compliance and reduces risks. It also aims to save time with bids and proposals while decreasing your company’s annual expenses.

The platform can analyze your documents and provide recommendations for the tone of voice and perspective. If you’re concentrating on improving readability, the software has a built-in tool to manage it for you. You’ll see flags over the relevant areas that require refinement.

Features include:
  • RFP shredding
  • Compliance matrix
  • Acronym definitions
  • Faster bid decisions
  • Gap management
  • Scope creep reduction
You can explore a free trial for seven days before contacting VisibleThread for a quote. The software is available for Mac, Windows, and the web, allowing you to synchronize information across different devices.

Pros & Cons

The top benefit of VisibleThread Docs is that it assists with document compliance, preventing expensive fines when your records aren’t up to regulatory standards. You’ll have access to different report types for valuable insights. However, it lacks an archiving tool, and there’s no e-signature function.

Pros

  • Compliance management
  • Advanced reports

Cons

  • No archiving/retention
  • No electronic signatures

What Customers Are Saying

Clients are impressed with how VisibleThread adapts to each user’s needs. A reviewer states, “With VisibleThread, we have created many customizations (which are easy to implement) to specifically hone in on requirements and information specific to each type of industry and contract/bid opportunity we manage.” It also suggests edits, a customer indicating, “I can download a report, fix the document and create the first past list. I also provide reports to authors to improve writing such as passive and long sentences.”

Summary

VisibleThread
VisibleThread Docs
  • Starting Price
    • Quote based
  • Archiving/Retention
    No
  • Change Management
    No
  • Version Control
    Yes
  • Integrations
    No
  • Reporting
    Yes
Features
  • Deployment: Mac, Windows, web-based
  • Support: Email, phone
  • Version control

How We Chose the Best Document Control Software

It’s common practice for companies to use the best document control software to manage their paperless files. While many DMS systems offer many tools to make record management more efficient, they often come at a high cost. Smaller businesses lean towards packages that are either free or affordable but have fewer features. When choosing the best document control software, we took pricing and available options into account, which we’ll take you through briefly.

Document Control Features

Record control isn’t merely about storing and organizing files. There are specific features you should look out for when choosing the best DMS for your business. Moreover, these tools should aid you in reducing storage, complying with legislation and providing team collaboration as much as possible. Here are the top features we evaluate for the best document control software:
  • Archiving
  • Change management
  • Version control
  • Security
  • Technical support

Integrations

A few providers have pre-built integrations with some of the most popular applications or programs to make the system work more efficiently. This saves you from having to purchase or download different files and work on other systems simultaneously. Furthermore, it saves you time, which is invaluable for new companies. Some of the integration tools you can expect from these products include:
  • Microsoft Office apps, like Word and Excel
  • Business applications
  • Flat file exchanges
  • Cloud storage integrations
  • Data storage feeds

Reports

Surprisingly, there are various reports you can look for in document control. You can assess whether your system is working efficiently and if it stores records in time. There’s also an opportunity to link it to your other business goals, such as ERP and training initiatives. Some of the primary reporting tools we looked at include:
  • Compliance
  • Dashboards
  • Presentations
  • Electronic storage catalog

What Is Document Control Software?

Document management isn’t merely about keeping good records for later retrieval. Most businesses need to comply with regulations and government laws to store legal or financial information. The best document control software provides automated processes to make this task easier for you to manage, granting you peace of mind.

Another essential aspect is effective audit trailing. Using the paper route can be risky, as documents can become lost or altered without any record. By using electronic control, you retrieve records faster while ensuring every version of the information remains secure.

For many businesses, document control software is invaluable for quality management. You can automatically save and transfer policies and strategies while ensuring your financial business plans are updated. It keeps track of signatures and historical alterations, maintaining the appropriate access permissions.

Of course, having the above systems in place is worthless if there’s no locator. Efficient document management control consists of a file management system that details exactly where your documents are and how to find them. In addition, it should allow you to customize how to arrange the records in a way that suits your team.

Benefits of Document Control Software

There are several advantages to procuring the best document control software. Here’s a look at some of the benefits:

  • It has automated compliance control: Are you worried about whether your records comply with registry regulations set by the government? Some processes are automated to follow the correct procedure that’ll instantly ensure you’re on the right track — no more human error.
  • Quality document management: Most businesses require quality management to be in place for training records, incident reports, business policies, and more. Document control takes these tasks off your hands so you can focus on your company objectives.
  • Scalable solutions: Keeping paper records means you’ll need to ensure you have enough physical storage space as the demand grows. With document control software, virtual space is never an issue, and you’ll have an effective indexing system to find your files more easily.
  • Improved compliance: Avoiding penalties for not maintaining proper records of legal and financial documents is essential. A DCS system builds in control measures to handle every regulation you need to follow.
  • Better workflow and collaboration: You don’t have to wait for days for every party to sign a report or policy before receiving the final approval. A DCS platform gives several members access to a document simultaneously, speeding up your workflow processes to within a few hours.

Must-Have Features of Document Control Software

When searching for the best document control software, there are several features you’ll need to make sure are included. Here’s a quick overview:

  • Compliance management: The most significant element of a DCS system is ensuring you comply with legal requirements for indexing and maintaining adequate records. The software should have automatic checking and alerts for compliance.
  • Version control: Every business should keep track of the various drafts and versions that a document goes through to sustain an audit trail. As policies and procedures change over time, it may be beneficial to refer to a previous version.
  • Electronic signatures: When it comes to saving time and creating the perfect audit trail, the software should have electronic signatures built in or integrate with another system with signing capabilities.
  • Change management: A quality management system is only useful if you can control how document changes take effect. You set the rules for how the software should handle change requests and it’ll ensure all parties comply when wanting any alterations.
  • Archiving and retention: You can’t delete records that need to be retained for a specific number of years for legal reasons. Archiving is a long-term retention method of storing documents safely so that no one can make any further changes.

The Cost of Document Control Software

The best document control software will come at a cost to your business, with few options available for free platforms. In most cases, you’ll have the opportunity to request a free trial or test a demo. We don’t recommend using a free DCS system as it’ll be limited in features, and you may not be assured of quality or compliance management.

The price you’ll pay depends on how many tools you want to incorporate. You’ll also end up spending more if you have a large business with hundreds of employees. If you’re going to assign permissions to specific users, you might have to pay a monthly rate for each of them.

Some packages come in at about $9 per user monthly, while we’ve seen prices soar up to $1,000 per month for your entire company. Of course, most plans tailor towards the business’s needs, so it’s always best to request a quote and see if you can receive a discount.