Improve access to records and maintain security and compliance standards by partnering with leaders in the space
For some businesses, digitizing paper records isn’t enough. Businesses such as law offices, healthcare facilities, and financial institutions all require stringent security and compliance standards to protect patient or client information. These businesses must also process and store legally binding electronic signatures and prevent unauthorized access or edits across hundreds of thousands of documents — failure to do so can lead to disastrous legal consequences.
Records management companies can help by providing a single source of truth for documentation and records, enabling user permissions down to the file level, and setting automated governance rules to ensure records follow the entire document life cycle from creation to deletion. Some even provide tailored solutions for the unique business needs of law firms, healthcare providers, and more. The following represents the best, most innovative options on the market that can transform your record management workflows into a well-oiled machine.
Our ultimate guide covers the benefits of records management, how to develop processes for your organization, and services that can help. Learn more here.
5 best records management companies
DocuWare
What it is: DocuWare is an all-in-one document management solution for small businesses to enterprises, enabling companies to create paperless workflows to boost productivity. DocuWare also facilitates compliance with regulations such as GDPR while facilitating mobile and remote work through its secure mobile app.
Record management capabilities: Smart document control, automated invoice processing, and employee management lie at the core of DocuWare’s offering. Employees can quickly scan and upload contracts, records, and other essential documents, and with a few clicks, businesses can ensure files are indexed, sorted, and easily accessible. Automated workflow creation can even make short work of approvals processes, handle exceptions to prevent roadblocks, and optimize data entry and document search.
Industry specialty: General industry, with specialized services for financial institutions, healthcare, higher education, and more.
Year founded: 1988
Located in: New Windsor, NY
Partners: Copiers Plus, Impact Networking, Ricoh USA, and more.
Website: https://start.docuware.com/
Did You Know?:The fi-7600 is an enterprise-ready scanning solution, capable of holding up to 300 pages at once, and accepts everything from thin paper to plastic cards, extra-thick, and long documents
Ephesoft
What it is: Ephesoft is an AI-powered document automation platform in use by enterprises in a variety of industries, including Deloitte, AWS, Alliance Bank, and more. Ephesoft’s platform captures a variety of documents, including insurance claims, invoices, ID and records, transcripts, and other documentation. It also offers mailroom automation services to digitize incoming correspondence for use and archival.
Record management capabilities: As employees scan documents, Ephesoft’s “hyperautomation” process utilizes AI and machine learning technologies to automatically capture, extract, index, and export data to integrated document management platforms. No-code and low-code tools also enable teams to create automation workflows unique to their business needs, saving time and effort when processing numerous documents within the workday.
Industry specialty: Enterprise businesses looking to capture large volumes of paperwork.
Year founded: 2010
Located in: Irvine, CA
Partners: Box, Microsoft, Ricoh USA, and more.
Website: https://ephesoft.com/
Hyland OnBase
What it is: Hyland OnBase is a content services platform that stores, organizes, and optimizes digitized documents and records. OnBase offers integration capabilities with over 500 applications and is available via a web-based interface, desktop application, and mobile app, making it highly configurable to your current business workflows.
Record management capabilities: When scanned documents enter the OnBase system, optical character recognition technology reads the text and automatically indexes each file based on its content. OnBase’s Smart Folders also point out when files are missing, so employees can confirm they have been correctly scanned into the database. OnBase also enables the automation of processes throughout the document lifecycle, ensuring records are retained and destroyed based on specified parameters.
Industry specialty: General enterprise across a wide variety of industries, with a focus on case-driven work.
Year founded: 1991
Located in: Westlake, OH
Partners: AWS, Guidewire, Ricoh USA, and more.
Website: https://www.hyland.com/en/products/onbase
Kofax
What it is: Kofax offers a suite of products and services that allow enterprise businesses to digitize workflows and automate processes for maximum efficiency. Products like Power PDF and SignDoc enable the creation of PDFs and the gathering of electronic signatures; Total Agility enables automation of workflows within a low-code deployment environment; and ControlSuite provides a central repository to manage document capture, use, security, and compliance.
Record management capabilities: ControlSuite provides a wealth of tools for businesses looking to manage an extensive array of documents, complete with audit trails and rules-based compliance enforcement through automatic redaction and watermarking. Users can also integrate the platform with cloud-based solutions to enable greater access to crucial documents while maintaining rigorous security standards.
Industry specialty: General enterprise across a wide variety of industries, including insurance, manufacturing, and retail.
Year founded: 1985
Located in: Irvine, CA
Partners: HP, Ricoh, and more.
Website: https://www.kofax.com/
Square 9
What it is: Square 9 is a business document management software platform designed to simplify content management at the enterprise level. Capture information through digitization, web forms, and automated processes, then manage each file within Square 9’s Enterprise Content Management (ECM) software platform.
Record management capabilities: Square 9’s ECM is modular and scalable, allowing in-office or remote access and integration with QuickBooks, Microsoft Dynamics, and Salesforce platforms. Advanced search capabilities make finding digital files easy, and compliance with SOC 1, SOC 2, and HIPAA standards ensure documents are stored securely.
Industry specialty: General enterprise across a wide variety of industries, including agriculture, distribution, and government entities.
Year founded: 2005
Located in: New Haven, CT
Partners: Novatech, Ricoh, and more.
Website: https://www.square-9.com/
Did You Know?:Ricoh scanners come bundled with PaperStream, a robust imaging solution built to capture, clean up, index, and store digital documents within a single platform.
Our recommendation: fi-7600
Those in the market for a scanner to integrate with the services of top-tier records management companies have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi and SP series of scanners.
Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens-of-thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.
With a 300-page hopper, the fi-7600 is capable of making quick work on even the most significant projects. Process up to 100 double-sided scans per minute, take care of ultra-long documents up to 656 ft., and utilize the integrated batch tray to manage multiple document types simultaneously. Click here to learn more or shop the rest of our production scanner line.
Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed attorney regarding your specific situation as regulations may be subject to change.