Pricing and Costs of Content and Document Management Software

Tips on choosing the document management application that fits your budget

Document management is all about providing secure and reliable access to your documents for those who need it. Each business has different needs in this area, so a one-size-fits-all product might not be the right choice. Different price plans exist, some more complicated than others. Many companies charge based on how many of your employees or workstations will connect to the system.

The many offerings from document management providers vary according to the industries the providers frequently work with and the services they provide. Pricing and costs of content and document management software (DMS) depend on these factors:

1. The size of your operation, including number of users and the amount of data you have;

2. The type of system you want, whether you want an online document management system or one that runs on your own computer network;

3. And the specific mix of features you need.

Look for a document management application with multiple versions or price plans

Not all businesses need the exact same set of document management tools. Some document management providers offer several levels: one meant for small home-based business, a professional one for small- and medium-sized businesses and the enterprise level for larger businesses. Home or basic levels start out at around $200 per user per year, professional levels run from $350 to $500 per user per year, and the enterprise levels are higher still.

Opt for all-in-one document management applications with a per-user fee

If all of the options some document management providers offer confuse you, choose a provider that offers an all-in-one service for one price. Prices range from $300 to $400 per user. The benefits of these plans are that they are easy to use and come at a flat fee which doesn't increase due to circumstances beyond your control.

Choose customized document management programs to get a service and price suited to your business

Some document management providers don't list pricing on their websites. These businesses will work to quote you with a customized price based on the level of products and services you require, which may save you money if you are a really small or really large company. This benefits you because your document management system can grow as you grow, and you only pay for what you actually use.

• If you're unsure about which electronic document management software to choose, look for one that allows you a free trial period before you start paying to be sure you've made the right choice.

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