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Published 28 Apr 2023
Free version: Available for teams of up to 10
Pricing: Premium plan $19/month (with free 30-day trial period)
Platforms supported: Available on mobile app (iOS and Android) or a web-based software
Why use SafetyCulture?
SafetyCulture is an award-winning records management software used by many organizations across many industries. With SafetyCulture, you can effectively create and manage checklists for auditing, inspecting, and reviewing different processes, legal requirements, and other business processes. There is also the option to download premade templates from the Public Library, then edit them as you see fit.
All checklists and completed reports are then stored in the cloud for easy access anytime and anywhere. Cloud storage ensures that nothing will be lost unless you delete them. All files can be accessed from any web browser and all mobile devices, including tablets. Along with a QR code, you can easily conduct audits wherever you are. Offline use is also supported, with all files syncing to the cloud once the internet is available.
Business owners, managers, and team leaders can also use SafetyCulture to improve their workflows with integrations, customized admin controls, and file sharing. You can also schedule audit inspections, record creation, and the like from the app, and SafetyCulture will remind you once your chosen time is approaching.
Features:
Why use FileHold?
FileHold is a document management software with a focus on being a records management software for companies. With FileHold, traditional paper-based companies can transition to a completely paperless system and manage their records easily.
Free version: None
Pricing: Will depend on the company’s needs (with free trial)
Platforms supported: Web, iOS, and Android
Why use Confluence?
Also known as an online workspace, Confluence is a records management system and document management software that promotes collaboration between all employees in a company. Using Confluence, teams and their leaders can create and manage documents together to ensure compliance with internal standards and legal requirements.
Free version: Yes, up to 10 users
Pricing: Paid plan starts at $5.75/user per month (with a 7-day free trial)
Why use fileplan?
fileplan is a cloud storage solution many companies use as their records management software. Manage your records, emails, and other documents with fileplan with no fuss, and keep track of their life cycles from conception, use, and archiving.
Pricing: Starts at AUD $40 for two members (with a 30-day free trial)
Platforms supported: Web
Why use ZenQMS?
Ensure your records are compliant with your quality management systems (QMS) with ZenQMS. This records management software aims to help teams with achieving quality work by helping them create and sort their records digitally so they can easily audit their processes. ZenQMS also works as a training platform and allows you to store training materials and records in its system.
Pricing: Depends on the company’s needs
Why use Happeo?
Happeo is a communication-focused intranet system that allows users to create, edit, and store records in one place, all while improving teamwork and collaboration. As a records management software, you can use Happeo to manage your communications and related records with your teammates whenever and wherever you are. Some communication-related records Happeo stores and helps you manage are company news and announcements, statistics, organizational charts, and milestones.
Pricing: Starts at $57.5 per 5 users per month
Why use Kontainer?
Store visual records such as PDF files, photos, and videos with Kontainer. A digital asset manager and records management software all-in-one, you can use Kontainer to sort, comment, and archive your media records in one place, convert them into other formats, and share them with members of your team for recordkeeping and presentation purposes.
Pricing: Digital Asset Manager starts at $295 per month (with a 30-day free trial)
Platforms supported: Web, Windows
Records management software is a digital tool that can help companies simplify their workflows by allowing them to store, track, create, and manage their documents and records digitally. Although similar to document management software or systems, software for records management is often more concerned with preserving documents, conducting and managing audit reports and reviews, and meeting any legal requirements they might have to comply with.
A record is any file or document providing evidence of your business functions, events, legal compliance, and the like. All companies have records they maintain and archive in paper form. It is likely these records have been in storage for long periods of time, as they may be referred to anytime for legal compliance, quality control, and other similar reasons. However, these papers are prone to wear and tear, as well as mishandling, loss, and overall destruction.
For this reason, it has become more important to invest in a digital records management system. A digital record management system such as a records management software can help with the following:
Here is a comparison table of the best records management software for your different needs:
Records Management Software
Best For
Free Version?
Pricing
SafetyCulture
All industries of all sizes
Yes, for teams with ten members or less
Starts at $19 a month with a 30-day free trial
FileHold
Large companies
Free trial available
Depends on the company’s needs
Confluence
Creating long-form documents via collaboration
Yes, for ten users or less
Starts at $5.75 per user per month
fileplan
Small to medium enterprises, as well as departments in large organizations
Free trial available for 30 days
Starts at $40 for two members and four guest users, and will increase with more members
ZenQMS
Training-related and quality assurance-related records
N/A
Happeo
Improving company communication and productivity
Starts at $57.5 per 5 users per month
Kontainer
Managing visual records
For Kontainer’s digital asset manager only, plans start at $295 per month. With Kontainer’s product information management features, plans start at $550 per month
Roselin Manawis
Roselin Manawis is a content writer and researcher for SafetyCulture. She has experience in news writing and content marketing across different fields of discipline. Her background in Communication Arts enables her to leverage multimedia and improve the quality of her work. She also contributed as a research assistant for an international study and as a co-author for two books in 2020. With her informative articles, she aims to ignite digital transformation in workplaces around the world.
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