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The Right Price to Pay For Document Management Systems

April 24th, 2010 | Tags: Document, Management, price, Right, Systems

Document management software and systems can range anywhere from $150 all the way up to $150,000. It is very important to decide your budget and exactly which features are crucial for you and your business prior to shoping around for the right document management software for you.
Low end, off the shelf electronic document management systems are typically priced between $150 and $500. These, however, are not going to be able to be used for much more than organizing scanned documents. There are not many customization options, no workflow options (workflow would allow you to send specific documents to other people for sign off or approval), and very little security. Also, since you are just purchasing them from a store, you will not have a dealer available to install the software and teach you how to use it. As far as this type of system, it is really only best used for personal use or by a small business who will not need scanning capabilities for a large portion of their business.
The choice that most small to mid-size businesses should opt to get, are mid-range systems which you can get at any reputable dealer. It is ideal if it includes both the hardware, which is comprised of the scanner and server, and the software, which should have multiple user licenses. These typically run anywhere from $5,000 to $10,000. This system should include trustworthy security features, workflow tools, and other useful features. Many times when you purchase this system the dealer will help you install the system and also teach you how to use it in a way that is most beneficial for your company.
Another option available, if you do not need the hardware, the software will most likely run you anywhere from $2000 to $4000. The price is really dependent on how many user licenses you will need and you must remember that each user does need their own license.
Very high end document scanning solutions can cost anywhere from $20,000 and up. These systems are more geared toward larger companies who will need extremely customized software and hundreds of user licenses. Also, this typically comes with extensive training, customizes installations and high speed scanners. Many large companies who utilize this software do find that it produces a positive ROI within the first couple of years.
With many document management systems, you will need more than the initial package comes with. Make sure to consider everything you will need and learn of all costs, up-front and hidden, prior to signing any contracts. Some things to look out for are annual support fees and maintenance costs. Some companies will provide you with phone and email help for free for the first year, but not all do, so make sure to discuss this prior to signing the contract. Additionally, find out if you will be charged for new updates and training when software is released.
Document management systems can really help organize your office and make filing far more efficient. With such a wide range in prices and types of systems, be sure to choose the one that is best for you.

Inception Technologies offers document management solutions to meet all needs and budgets. Whether you need document management software solutions, or networked scanning system providers, we have what you need. Visit http://inceptiontech.com/ today.