Searching for a robust document management system (DMS) that fits the needs of a small business can be confusing and overwhelming. While some companies provide document management as part of their services or combine a couple of offerings together to create a DMS solution, eFileCabinet focuses solely on DMS. They tout ease of use, mobile access, dynamic search and high levels of security. For these reasons and more, eFileCabinet gets our vote as the Best Overall Winner for Document Management Software/Systems for Small Business 2018.
eFileCabinet's broad feature set covers areas of primary importance for small businesses. As companies weigh their DMS options, security must be a key consideration. eFileCabinet reports that its security includes "256-AES (advanced encryption standard) bank-grade encryption, secure Amazon Web Servers, recurring 24-hour data back-up, and data storage with multiple artificial and physical points of presence." Its SecureDrawer feature enables users to share documents with coworkers and clients through a secure, encrypted portal. Additionally, integration with RightSignature supports the eSignature feature for securely gathering and sharing signed documents. At the document level, access is controlled by customizable, role-based permissions. And mobile app users have the same level of security as desktop users.
Advanced search is another key feature. eFileCabinet claims to be the only DMS to "offer optical character recognition (OCR), metadata, and intelligent automation functionality throughout every level of your system" so that nothing is ever lost.
eFileCabinet is available as a cloud service or on-premise offering with a cloud back up. It includes templates, automated document routing, business automation, file monitoring, audit trail, version control, and many other features. New features are being added, such as workflow, which is available in beta. And eFileCabinet integrates with a variety of systems including Microsoft Office Suite, Docusign, SalesForce, Foxit, Caselle, and any open API system.
One downside to eFileCabinet may be the cost if you want all the bells and whistles. If you just select the entry-level plan, the features are limited and the cost is higher than some competitors. However, user reviews we found were consistently positive with some even pointing out that it's worth the higher price tag particularly for the level of customer service. eFileCabinet was selected by Business.com as the Best Document Management System for Mobile/Remote Employees and was ranked #2 in the DMS category by FinancesOnline.com.
There are three plans available for non-enterprise users:
Basic: $15/month/user, includes 25 GB storage with secure file sharing
Advantage: $30/month/user with a minimum 3 users, includes 1TB of storage with eFileCabinet DMS, secure file sharing, SideKick, retention (governance), custom & ready-made templates, check-in/out, profile tagging, two-factor authentication, individualized security settings, compliance tools, storage of any file-type, e-Signature integration, MS Office integration, API integration access, audit trail, support service, mobile access
Business: $55/month/user, includes 5TB of storage, the Advantage features plus business process automation, zoned OCR capture, WorkFlow automation (beta), WorkFlow designer (beta), automation libraries, onboarding tools, approvals, timeframe process, priority process auto escalation, data-specific file routing, auto file naming/storing
We also selected eFileCabinet as the Best Document Management Software/Systems Customer Service 2018. Overall, eFileCabinet provides a strong feature set, mobile access and solid customer service.
Best Document Management Software/Systems Customer Service: eFileCabinet
Whichever document management software/system (DMS) you select, having easy access to helpful customer support professionals is a serious consideration and something lacking with several of the vendors we reviewed. eFileCabinet also gets our vote as the Best Document Management Software/Systems Customer Service 2018 because of the multiple means for accessing support, commitment to customer success, and the quick, positive and helpful response from customer support staff.
Something we didn't see promoted by other DMS vendors we reviewed was a proactive support team. On the eFileCabinet website you'll find a video featuring members of their Customer Success Team. One of the Client Success Managers shares that as soon as a customer purchases from eFileCabinet they get a call from him or someone on his team to ensure they understand the product and it becomes "ingrained into your DNA." Another team member says that his job is "making sure [the customer] is gaining something by using the software."
Support is accessible via phone, email and online chat; and is available during business hours (8am - 5pm MT) Monday through Friday. Online chat is also available on Saturdays during tax season. A customer support specialist shared with us via a chat session that the average wait for phone or chat support response is one minute. In testing all three of their customer support modes we received consistently quick and helpful responses. Their support resources also include online FAQs, training videos and manuals.
One downside is that the support is only available during business hours. When we sent an email after hours we did receive a response from support the next morning. However, if you have an urgent support need in the evening or on weekends, you won't be able to get eFileCabinet's help in resolving it until the next business morning.
While eFileCabinet's DMS cost more than some competitors, we read several user reviews claiming that it is worth this investment because of the people and customer service. With 200 user reviews on Capterra.com, eFileCabinet scored 4.5 out of 5 for customer service. While there were a couple of comments about disappointments with customer service, the majority were positive. A customer who has used their DMS for two years states, "Fabulous customer service with a product that has yet to disappoint me." And another explains, "On the rare occasion that I may have a glitch the technicians have all been friendly and fixed the problem right away. I would recommend this software to anyone."
Customer service is one of the reasons we also selected eFileCabinet as our Best Overall Winner for Document Management Software/Systems for Small Business 2018.