eFileCabinet is the one of the leaders of our Document Management software category with a high experts’ score. Numbers, however, say little to interested buyers and it’s always best to compare at least several options first, which is why we decided to take a deeper look, and compare the tool with some of the other popular document management services. We tackled the most important technical aspects for each of the products driven by the idea to help you let go of paperwork in the least painful way possible. Hopefully, this article will help you decide which tool is the best document management software that will work best for our company.
In our extensive test of all popular document management services our experts found eFileCabinet to be one of the best solutions of this kind.
The system targets mostly small and medium businesses, and offers outstanding management functionality to help them stay in control of their resources. The rare and extremely flexible deployment scenario was the first thing to attract our attention to it, and we never lost focus from its delivery methods which only seemed to improve with time. The pricing for the service is very flexible and there is also a great free demo you can try to see how the software works in action.
DocuWare doesn’t stand too much behind, especially if you consider its ability to respond to enterprise demands. The system ensures document consistency in a pretty similar fashion, handles migration via resembling channels, and offers reliable security coverage for corporate data. The drawbacks are mainly its traditional interface and the lack of advanced integrations.
The third product that is popular is DocStar, a cute document management suite many users describe as the solution for their paperwork struggle. It doesn’t go that far outside the box, but handles what it was designed for with solid accuracy. Put in a single sentence, DocStar has what it takes.
Finally, we have M-Files, a name we expect will ring a bell in many companies. The reason for that is the M-Files is not simply a document management system, but one that can be applied to manage a variety of business processes. Brands apply it mostly to manage contracts, and while we believe it is a useful addition where software infrastructure leaves a lot to desire, we wouldn’t recommend it to businesses looking to manage exclusively documents and files.
The only app of the four we believe is fully usable in the business environment is eFileCabinet. Although it was designed to serve small and medium businesses (and priced accordingly), the system offers a plethora of extensive add-ons that can be use to alter functionality, and bring it to enterprise level.
DocuWare is dedicated to medium and large businesses, and while a rapidly growing small team can find its functionality useful, we recommend startups to skip it when looking for their tool. DocStar is also an enterprise-grade solution with a variety of modules, while M-Files is designed for small and mid-sized companies.
Our recommended choice here is eFileCabinet, as the company behind it offers a flexible deployment scenario where you can choose whether you want to deploy your document manager on premise, or use it in the cloud. Both packages were designed simultaneously, making sure there will be absolutely no difference in features or functionality.
DocuWare and DocStar come fairly close to this scenario, offered in two deployment methods as well. The drawback here is that the systems’ packages are scalable, and the only asset fully deployable in both cases is the automatic asset archive. M-Files on the other hand, is offered on-premises, as a SaaS (software-as-a-service) solution, and can also support hybrid deployments that combine both.
eFileCabinet is once again the solution we would recommend, unless you’re conformed with a traditional suite, and are looking for nothing outside the box. The brand performed outstandingly as far as innovation is concerned, not just because it was the first DM to come up with certain features, but also because it allowed people to use them without training them for the purpose.
Any company using eFileCabinet has access a variety of comprehensive delivery modules, all of them fully integrated with a digital signer (a feature which is not offered by any of the compared apps). Data migration is simplified with a drag-and-drop functionality, using which you can upload local or cloud-stored files with a single click. The focus of the process was always optimization, which lets rely on all operations being finished in seconds (pretty handy for heavy uploads, don’t you think so?). To be more precise, the system can upload 50 files at once (regardless of the size and format), pin content, retrieve it and tag it depending on its status, and use file versioning to store and back it up without human interaction involved.
But let’s have a look on the absolutely unique part: eFileCabinet offers so called SideKick, a faucet that turn users’ devices into the app’s native environment. Thanks to it, users can create a home-screen icon on their desktop that gives you instant access to your complete eFileCabinet system. Another unique feature is the SecureDrawer, in charge of security control and file encryption in email interchange. Needless to say, eFileCabinet is fully mobile optimized, and users of various devices report they experienced no difference when using the system on their phone and computer. If you learn more about eFileCabinet pros and cons check out our detailed review of the software.
DocuWare is the strongest competitor of eFileCabinet in terms of advanced features, even if it resembles a traditional kit where efforts were made to stay on the safe side and do the job, rather than to experiment. Contrary to what our experts expected, DocuWare also has a more complex interface, and its deployment often requires excessive coding knowledge and professional support. Still, once you unwrap the package, it becomes really powerful, and offers some of the most reliable achieving and retention capabilities. A good reason to consider it is that it offers a centralized database for paper documents as well, however, efforts should be made to keep it consistent with the digital one. Distribution channels are pretty similar to the ones of eFileCabinet, but as we are about to see next, integrations are weaker.
In terms of document management, DocStar and M-Files are even more simplified than DocuWare, with the only advantage that they allow for creating and processing forms from within the system, rather than simply customizing existing ones. This, however, doesn’t deprive them of their power to index and classify documents with minimal human interactions, which is the main reason why many businesses are looking for a document management system. The problem here is a different one: both DocStar and M-Files don’t specialize exclusively in file management and delivery, but are rather used as business intelligence, HR management, compliance management and workflow automation tools.
eFileCabinet is a win-win solution when it comes to multi-level security, as it retrieves and backs up files automatically, and protects sensitive corporate data in accordance with the highest security standards. To start with, the system’s built-in security complies with SEC, FINRA, and HIPAA requirements, and has specifically designed SecureDrawers where information is stored for email interchange and similar usage, encrypted with the highest SSL and AES 256-bit bank-grade standards. At the same time, eFileCabinet allows you to manage security via role-based permissions, and uses an original 24-hour data redundancy backup feature to protect your files even when the system is not under your surveillance.
In the case of DocuWare, locally managed safeguards are not that advanced, but the system still works with a strict data protection policy and ISO27001 certification, meaning that files stored in the system must be encrypted. In a similar fashion, DocStar and M-Files require users to rely on their security systems to regulate access to their data.
Integrations are another strong reason to stand in support of eFileCabinet, as this system integrates with all external systems a document manager needs in order to function properly. What is even more important, integrations are flawless and function without any human intervention. The basic integration profile involves e-signature programs, business process management apps, content management, file sharing, conversion, and accounting/finance software. Some of the most prominent names on the list are DocuSign, Citrix ShareFile, Salesforce, RightSignature, Quickbooks, Sage, Microsoft Office, and many others. eFileCabinet also offers public API access for you to connect it with any app/system you’re using.
The best integrated apps after eFileCabinet are M-Files, which also has open API, but offers a shorter list of premade integrations (NetSuite, SharePoint, and Salesforce, MSFT Office, Dynamics, SAP, AutoCAD and more), and DocStar (open API available for leading business systems, but no premade integrations so far). DocuWare is the only app that doesn’t offer open API, but it is fairly integrated with few ERP and CRM systems.
eFileCabinet is the most affordable product from the four, which was expected knowing that its target group are mainly small and medium companies. For enterprises, the price is determined on quote basis, depending on their needs and expectations. The lowest Performance Package costs $50 per month ($600 per year), with 250GB data storage and all essential features and integrations included. The more advanced plans are: Professional ($65/month) and Enterprise (pricing by quote). In order to determine which package will work best for you, you may want to check out the product’s free demo first to see which elements are important to you.
DocuWare has a simplified, but quite expensive pricing scheme, with a single $225/month package for all users. DocStar and M-Files are priced by quote, and you have to contact the company to obtain a personalized offer, but it allows them to stay flexible and adjust their offer to your specific needs.
eFileCabinet and M-Files are the only mobile friendly tools from the four, the difference being that our current leader has its basic version optimized for any device, while M-Files offers native mobile apps for iPhone/iPad, Andoid and Windows Phone. eFileCabinet also offers a mobile app that has all the features and functionalities of the desktop version.
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