Dokmee is our best pick for document management software security because it keeps your data safe and compliant with regulatory standards. If you're looking to place security above all else, without sacrificing ease of use, Dokmee is a great choice of document management system.
See all our recommendations for document management software on our best picks page.
Dokmee's security features include encryption of all data stored in the cloud. The company maintains data centers with redundant storage and round-the-clock monitoring to ensure your data is truly secure. User accounts and all associated data are protected with passwords that are encrypted using RSA keys. Of course, on-premises versions of Dokmee are subject to your company's own security.
In addition to encrypting and securely storing data, Dokmee includes an audit log that complies with the Health Insurance Portability and Accountability Act (HIPAA). This is useful for companies operating in sensitive industries such as healthcare, where electronic personal health information and personally identifiable information are likely to be handled. Businesses that are not subject to HIPAA but still want a thorough audit log can also benefit from this feature, which is suited to meet the demanding standards of the law.
Dokmee's on-premises solution is supported by Windows, while Dokmee's web and cloud-based versions are accessible to non-Windows users as well. Dokmee's mobile application is compatible with Android, iOS and Windows 8 devices.
Pricing and Plans
Dokmee offers several options of pricing tiers and plans. There are suitable choices for businesses of all sizes and needs; however, some plans do not offer all the security features that led us to choose Dokmee as the best document management system for security. Understanding which versions include those features is critical when deciding which best suits your business, so we've broken it down for you here.
- Desktop: While Dokmee's desktop version offers all the core document management features the other versions offer, it doesn't have access control and security features. Businesses that require security above all else should consider one of Dokmee's other plans. The desktop version of Dokmee starts at a one-time licensure cost of $249 per workstation.
- Professional: Dokmee's professional level offers solid access control and security measures, allowing administrators to set permissions for multiple users, including restricting access to documents at the file cabinet level. The professional version also includes the HIPAA-compliant audit log. This version is intended for small and midsize businesses, and it requires a specialized quote from the company.
- Enterprise: In addition to the regular encryption and HIPAA-compliant audit log, the enterprise version of Dokmee includes automatic data backup services, which adds a welcome layer of protection on top of the already-secure system. Administrators also gain extra control over user permissions, which they can tailor down to the folder and file levels. This version is intended for large businesses and requires a specialized quote from the company.
- Cloud: Dokmee's cloud version offers the same level of access control and security as the professional version, including file cabinet user restrictions and the HIPAA-compliant audit log. This version has four different pricing plans, with 10GB, 25GB, 50GB and 100GB of storage space. The 10GB plan is $29 per month for the first user and $15 per month for each additional user. The remaining plans are priced at $39, $59 and $99 per user per month, respectively.
- Mobile: Dokmee's mobile system offers a lightweight version of the security measures in the other plans. These include the HIPAA-compliant audit log, which only records actions on documents, as well as folder- and file-level user permissions for enterprise clients only.
Dokmee allows you to try out the software with a 30-day free trial. There are no obligations and no credit card required, and the trial version of the software includes all the features Dokmee has to offer.
Pros and Cons
Overall, Dokmee is a reliable product that provides additional security for your documents. It is relatively easy to use, with only a minor learning curve, and the HIPAA-compliant audit log is a huge bonus to businesses that operate in sensitive industries. Dokmee's biggest drawback seems to occur in the imaging process, where some users report sluggishness or errors; however, these issues appear easy enough to resolve.
- Ease of use: Dokmee's user interface is clean and easy to navigate. There's a good deal of features in the software, so it takes a bit of exploring to master it, but it is relatively easy to hit the ground running.
- Security: Dokmee's security features, such as its encryption of files and user account credentials, are encouraging. Its secure storage of cloud-based data at its own data centers add to the sense of security you can expect from the document management system.
- Audit log: A HIPAA-compliant audit log is a must-have for any business that might handle sensitive customer data, as well as for businesses that just want to be sure their data is tightly secured. Dokmee is one of the few document management systems in our review that offers HIPAA-compliant security services.
- Imaging: Some customers reported that scanning large batches of documents into the system at one time occasionally resulted in errors by the optical character recognition (OCR) feature. Processing can sometimes be slow. Reducing the number of documents to be processed at a single time appears to typically resolve this.
Dokmee's strong security features make it the best choice for businesses looking to protect their files. Its variety of pricing plans means there is a solution for businesses of all sizes and needs, though not every plan includes the robust security features that made Dokmee one of our best picks.
As our best pick for a secure document management system, Dokmee's security features are its greatest quality. It also includes all the core functions we looked for in a document management system, as well as some decent collaboration tools. It offers a workflow function, like many of the other leading document management systems in our review.
Here are some of the features you can expect from Dokmee:
- Imaging and optical character recognition (OCR): Dokmee works with your scanner to capture paper records and digitize them, using OCR to identify the text and images and upload them into the system. Some users have complained of occasional errors and slow processing, especially when uploading large batches. Reducing the batch size generally seems to resolve these issues.
- Search: Dokmee's search function allows you to search by document type, document name, upload date or folder. It is not the most comprehensive search function in the systems we reviewed, but it makes retrieving your documents relatively simple.
- Versioning: You can useDokmee's version control to easily save new versions of documents and archive older ones. Dokmee always displays the most up-to-date version of a document when any user accesses it, but previous versions are easy to reference. Old versions are listed in the system as major or minor versions, each marked with a date and timestamp.
- Audit log: Dokmee is one of the few document management systems we reviewed that includes a HIPAA-compliant audit log. This feature lets you examine any activity across all your documents that could be related to HIPAA-protected information. Even if your business doesn't have to comply with HIPAA, it's a useful precaution for data privacy.
- Integrations: Dokmee integrates with many popular third-party applications across a number of services, including Microsoft Office, Salesforce CRM and QuickBooks.
Dokmee's features stack up nicely against other leading solutions, although its standout features are definitely security-related. Its collaboration and workflow tools work nicely but are not as comprehensive as those of some other systems in our review. Still, Dokmee goes above and beyond basic document management functions to provide a platform where your team can create and edit files seamlessly.
Dokmee offers both cloud-based and on-premises solutions, but the on-premises solutions do not take full advantage of the company's security measures. For businesses that have their own security measures in place and an IT team to proactively monitor their network and maintain their server, this shouldn't be much of a problem. However, for smaller businesses without these resources, the on-premises solution won't be as effective from a security standpoint as the cloud-based version. We generally recommend smaller businesses opt for cloud-based software because of the upfront cost and high maintenance demand of on-premises solutions, but it's especially important for small businesses looking to employ Dokmee for its security features.
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