2007 Review of Document Storage Systems

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From the August 2007 Issue

This is the second half of our Document Management vs. Document Storage Systems review. In the June/July 2007 issue, we painted a picture of the document management and storage systems landscape. In that article, I provided an in-depth explanation of the important attributes to consider when selecting a document management or storage solution. If you haven’t read that article yet, I strongly recommend you go back and read that article as a primer for the material covered in this review. You can see it at www.CPATechAdvisor.com/go/1588.

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The focus of this particular review is the category we refer to as document storage systems. What characterizes the software applications in this category, generally speaking, is a more limited scope of features and functions. Perhaps the simplest characterization of these systems is that they are designed to provide an alternative to using the Windows Explorer folder and subfolder file management system. Document storage systems are designed to provide a more functional interface for organizing electronic files. As a point of observation, I have to say that I am surprised that Microsoft hasn’t stepped up to the plate to provide more robust document storage functionality in the new generation of Windows applications (Vista and Office.) It seems like such a natural progression of the functionality of these applications. In the absence of such a step forward on the part of Microsoft, these vendors are filling the void quite nicely.

So back to what document storage systems are all about. Perhaps the best way to illustrate the difference between document management and document storage systems is through the feature comparison table on this page. [Important note: The delineation between document management and document storage systems is not black and white. Therefore, the characteristics outlined on the accompanying chart are generalizations. Exceptions with any particular vendor solution may apply.]

Based on the feature comparison table presented here, the attributes we have focused on reviewing for the document storage systems include the following: usability, document organization, annotation capabilities, integration and records management features. Usability refers to the overall design of the system — how intuitive and easy-to-use the interface is. Document organization addresses the design and functionality of document indexing capabilities. Generally speaking, the greater the depth of indexing functionality, the higher the rating. Annotation capabilities refer to the ability to make electronic notes, stamps and tick marks on the document images.

Basically, there are two alternative approaches to annotation functionality: proprietary features embedded in the document storage system or through reliance on Adobe Acrobat’s annotation functionality. The latter is typically the case with these systems. Integration addresses the functionality to file and/or retrieve documents from within other applications (i.e., MS Office, Outlook, tax, audit or practice management software). Records management features include security controls, rules-based automatic document retention/purging, and system activity audit trail reporting. Document storage systems generally have limited functionality in the records management features, but there are certainly exceptions, and they have been duly noted.

A final reminder before we get into the individual product reviews. The distinction between document management vs. document storage systems is the depth and breadth of functionality. The document storage systems are generally simple in their design to help facilitate the organization of electronic documents and files. Therefore, you’ll need to evaluate the product reviews from that perspective. If you are looking for a more comprehensive document management solution, I refer you back to the document management systems review in the June/July 2007 issue.

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