2008 Review of Document Storage Systems

The table below provides a high-level comparison of how document management
and document storage systems differ. Beware that there is overlap between each
category so take the time to evaluate each vendor’s solution on its own
features and unique attributes.

Simplicity is the primary differentiator of document storage systems over
document management systems. Document storage systems by their very nature are
intended to be simple and easy to use, and the focus of these reviews is on
that simplicity. After all, if the system is too cumbersome too work with, you
will naturally revert back to using Windows Explorer as your primary tool for
organizing your files.

The attributes for the document storage systems reviewed here include usability,
document organization, annotation capabilities and integration. Usability refers
to the overall design of the system as well as the intuitiveness and ease-of-use
of the interface. Document organization addresses the design and functionality
of document indexing capabilities. Annotation capabilities refer to the ability
to make electronic notes, stamps and tick marks on the document images. There
are basically 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, the most important being tax software
and MS Office.

As you embark on your research of alternative solutions, I recommend that
you take a look at a mix of both document management and document storage solutions.
This will allow you to gain a much better perspective on the range of capabilities
available, and it can be very helpful in developing your paperless office strategy.
I’m a big believer in “simpler is better” when it comes to
software applications, but you should consider whether or not the extended functionality
of a document management system is worth the extra investment. Don’t buy
more than you need.

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