Our 2017 research and analysis of document management systems leads us to again recommend as the best document management system for businesses on a budget. We chose Dokmee Cloud from a pool of the dozens of document management systems we considered. To read our full methodology and for a more comprehensive list of document management systems, visit our. Ready to choose a document management system? Here's a breakdown of our complete coverage: • • • • • Why Dokmee? Dokmee Cloud is a low-cost system from Office Gemini that can be run from any computer or mobile device connected to the internet. The cloud-based system has five pricing plans, including a free one.
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Cost Businesses on a budget will be most attracted to the low cost of Dokmee Cloud. Because there is no software to buy, you pay a monthly fee for the service, rather than large upfront costs. Buyerzone widget Easy to Use Small businesses will be impressed with how easy this system is to use. Because it's cloud-based, it can be up and running in just minutes. There is no software to install, maintain or upgrade, which can be valuable for small businesses that don't have IT staffs. To ensure your data is protected in the cloud, Dokmee houses its system in a secure data center with restricted keycard access and video monitoring. Also, to prevent the system from going down, there is a dual-distribution electrical path into the data center, an uninterruptible power supply system with 24 hours of battery power backup, an on-site standby generator with automatic transfer switch and on-site fuel storage.
All these fail-safes gave us a little more confidence that the data would be not only securely stored but also accessible when needed. Credit: The Dokmee Online homepage has brightly colored tiles that make the system easy to navigate. We were especially attracted to the system's interface. The homepage is filled with brightly colored tiles for each section, such as Folders/Files, Search, Scan, Upload Files, Workflow Inbox and Audit Report. This setup is among the easiest to navigate of all the document management systems we analyzed. To store documents, Dokmee Cloud uses a traditional cabinet-and-folder approach. You can create as many cabinets, and folders within them, as you like.
You can store documents by uploading or dragging and dropping files from your computer, and by scanning them directly into the system. To make it a little easier to add files, Dokmee Cloud integrates with Microsoft Office. With this integration, you can save the files you're working on in Word, Excel or Outlook into your cabinets and folders with the click of a button. Searching for files is also simple. In addition to browsing the cabinets and folders to locate documents, you can conduct an advanced search that allows you to find files based on several factors, such as file type, the date it was put into the system and specific keywords within the content. Features Even though this is a low-cost system, it still offers many useful features. While the cloud-based solution doesn't have all the tools included in Dokmee's self-hosted system, it does have the most valuable ones.
One of the biggest benefits of this system is that, because it is cloud-based, it is accessible from any computer with an internet connection. Regardless of where you are, you will have full access to the system. You can also tap into the system from the Dokmee mobile app, which is available on Android, iOS and Windows devices. It provides access to every file and allows you to add notes to documents, view previous versions and email them. The Dokmee app is among the most impressive we found while researching document management systems. The security restrictions and audit log provide tight controls over who has access to your files. To ensure employees see only the documents they should, you can set restrictions on the cabinets they have access to.
Additionally, the audit log keeps detailed records of when files are viewed and by whom, as well as what edits were made. You can also edit documents within the system. You can make changes to files, view previous versions, merge files, and cut, copy, and paste files and folders.
These tools save you time by eliminating the need to open the documents in a separate program when changes need to be made. Other features include the ability to scan documents into the system in PDF, TIFF or JPG formats; the option to set up workflows to keep projects and assignments on track and moving forward; and the ability to create a favorites folder for the documents you use regularly. Uploading files, whether they're word documents, PDF files or pictures, into the Dokmee system is a simple task. Customer Service Overall, we were impressed with the customer service Dokmee offered.
To help determine what users can expect from the support team, we called the company multiple times, posing as a new business owner interested in document management systems. Rather than us being put on hold or transferred to voicemail, which did happen with some providers, each of our calls was immediately answered by a friendly representative. Just answering our call in a pleasant way put Dokmee a step ahead of some of its competitors. During our first call, the Dokmee representative was very helpful. We discussed the pricing, how the cloud-based system differs from the on-premise options, the filing structure, document search, the system's mobile capabilities and the programs with which it integrates. For each question, the representative gave detailed answers that left us with a clear understanding of how the system operates. We were pleased with the time the representative took to answer our questions.
Unlike some of the other providers that tried to rush us off the phone, it was clear that the Dokmee representative wanted to make sure we understood what the system offers. We were just as happy with the service when we called back several months later. This time around, the representative was just as helpful, if not more so.
We discussed the cloud-based system and how it compares to Dokmee's other offerings, as well as the features it includes, how practical it is for small businesses and the pricing structure. At no time during our calls did the representatives try to pressure us into signing up for the system, or even coerce us into giving them our contact information. Most of the providers we spoke to were quick to ask for our email address and phone number and then spent the following days and weeks harassing us with follow-up calls. By not being asked for that information, we felt comfortable knowing that we wouldn't be hounded into making a decision. Dokmee also provides live chat help, a feature not all its competitors offer. We tested it out by asking several questions at different times during the day, and each time, our questions were answered immediately.
In our experience with other providers that offer live chat, our questions sometimes went unanswered, or we were told no one was available and to email our inquiry instead. Customer support is available via phone, email or live chat between 8 a.m. CT Monday through Thursday and 8 a.m.
Very few of the providers we looked at offer support that late at night. A thorough user guide is also built into the system. It answers questions on thing such as how to log in and create file cabinets, and how to upload files and create workflows.
Limitations The biggest limitation of Dokmee Cloud is that it doesn't have all the bells and whistles offered not only by its competitors, but also by the company's own on-premises system. Some of the features it lacks are the ability to set access restrictions by folder and file, and the ability to use an OCR tool.
Moreover, it doesn't integrate with programs other than those in Microsoft Office. Another downside is that, depending on the plan you choose, you might not have phone support available if you were to run into problems. However, the lack of certain features and support is the trade-off for such a low cost. If these extra features are important to you, we encourage you to consider another document management system. However, if you do so, be prepared to spend significantly more for it. Why You Should Also Consider Zoho Docs is a very close runner-up for the best document management system for businesses on a budget.
The cloud-based system is simple to use and comes at an extremely low cost. It can be used from any computer connected to the internet, as well as a mobile app for both iOS and Android devices. In terms of pricing, Zoho Docs is the cheapest of all the systems we examined.
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