Many organizations rely on records management software to create, store, and share documents with sensitive information, business data, and risk management plans. Companies achieve better security, compliance, paperless record storage, and improved employee productivity.

Sadly, business statistics reveal that 45% of global SMBs still use outdated physical document storage solutions. Digital records management using recordkeeping software provides higher document and data quality, transfer security, high-level access controls, and excellent data protection.

The benefits will improve the digital transformation statistics, but many records management software and tools are available to businesses. Which digital records management software best suits your business? Discover our top choices to meet different organizational needs.

What Is Records Management Software?

Records management software describes a digital platform that allows a team to collaborate, access secure documents, download reports, or store official records related to compliance, customer data, and security. Some records management software leans more toward collaboration tools.

On the other hand, some software provides forms, templates, and documents for a team to ensure compliance with UK regulations. Digital records management software can also enhance company workflows and operations by managing all digital file types in a single platform.

Efficient records management software is a cornerstone of data security, governance, and regulatory compliance for organizations in the United States. The Federal Records Act (FRA) establishes guidelines for creating, managing, and preserving records to meet federal compliance standards. Oversight of these requirements is handled by the National Archives and Records Administration (NARA), which enforces best practices for managing records across their lifecycle. Additionally, U.S. businesses must adhere to privacy regulations like the California Consumer Privacy Act (CCPA), the Health Insurance Portability and Accountability Act (HIPAA) for healthcare-related data, and other sector-specific laws that govern data handling and protection.

Digital records management systems are essential not only for compliance but also for operational efficiency. These systems simplify secure document sharing and improve access to critical information, replacing outdated paper-based processes. With systematic control over the lifecycle of digital files, organizations can enhance team collaboration, streamline workflows, and boost productivity. Furthermore, advanced records management tools enable data-driven decision-making, saving time and money while improving organizational outcomes.

The Importance of Digital Record Management Software

Efficient records management software is a cornerstone of data security, governance, and regulatory compliance for organizations in the United States. The Federal Records Act (FRA) establishes guidelines for creating, managing, and preserving records to meet federal compliance standards. Oversight of these requirements is handled by the National Archives and Records Administration (NARA), which enforces best practices for managing records across their lifecycle. Additionally, U.S. businesses must adhere to privacy regulations like the California Consumer Privacy Act (CCPA), the Health Insurance Portability and Accountability Act (HIPAA) for healthcare-related data, and other sector-specific laws that govern data handling and protection.

Digital records management systems are essential not only for compliance but also for operational efficiency. These systems simplify secure document sharing and improve access to critical information, replacing outdated paper-based processes. With systematic control over the lifecycle of digital files, organizations can enhance team collaboration, streamline workflows, and boost productivity. Furthermore, advanced records management tools enable data-driven decision-making, saving time and money while improving organizational outcomes.

Key Principles for Effective Records Management Software

To maximize the benefits of a digital records management system, U.S. organizations should choose software that adheres to key principles of effective records management. The following attributes are essential:

• Authenticity: Records must be genuine and trustworthy.
• Accuracy: Data should be precise and reliable for decision-making.
• Accessibility: Records must be easily retrievable by authorized users.
• Completeness: All critical information must be included without omissions.
• Comprehensiveness: Systems should handle diverse types of records.
• Compliance: Software must meet regulatory standards such as FRA, HIPAA, and CCPA.
• Effectiveness: The system should improve operational efficiency and workflow.
• Security: Robust protections must be in place to safeguard sensitive data.

Criteria for Selecting the Best Records Management Software

For startups, SMEs, and large enterprises, records management software must meet specific criteria to ensure secure, efficient, and compliant operations. Key features to look for include:

• Secure Transfers: Ensuring safe data sharing within and outside the organization.
• High Data Quality: Preventing errors and maintaining consistency across records.
• Retention Schedules: Automated reminders and actions for document retention and disposal timelines.
• Destruction Policies: Controlled and compliant data destruction when retention periods expire.
• Access Control: Role-based permissions to limit access to sensitive information.

By selecting software that meets these criteria, U.S. businesses can confidently manage their records while staying compliant with federal regulations and optimizing their workflows.

Top 8 Records Management Software Options in 2024

Every organization requires an efficient record management tool beyond paper documents and filing cabinets. Our top choices for records management software provide access to the necessary sharing of documents, transfer security, and productivity tools to replace manual work.

1. Velappity – Risk Management, Compliance, and Collaboration

Velappity is the number one choice for records management software to ensure organizations meet all regulatory standards with guided risk assessment and mitigation strategies. Velappity isn’t part of the traditional record management tools but offers much more for official records that ensure compliance.

Velappity risk management software also works on mobile devices, has robust security features, and provides offline reporting with cloud storage. It’s the ideal application with an enterprise version to manage, track, and store documents with sensitive data, like land records and risk analysis reports.

Velappity’s Robust Record Management System Benefits

• Store documents for easy access on all mobile devices
• Conduct comprehensive and accurate risk assessments
• Conduct thorough Legionella, health and safety, and fire safety assessments
• Outline risk management plans and save incident reports
• Download compliance forms from the client portal
• Access multiple templates to guide risk mitigation
• Share reports and documents with other users
• Brand all documents with a unique business logo
• Design automated workflows with recurring jobs and tasks
• Reduce reporting time by up to 50% with offline capabilities
• Go mobile for $19 (£15) per month or $62 (£50) per user monthly for comprehensive tools
• Achieve the ultimate business continuity with streamlined records management systems software

Start a free trial with Velappity today, or contact our team to discuss your business needs. The software and tools aren’t designed to work like Google Docs or FileHold. However, the complete suite provides services, templates, tools, forms, and reporting features other records management tools don’t have.

2. Requiment – Requirements Management, Compliance, and Collaboration

Requiment is another useful records management software that helps organizations meet legal and regulatory requirements and standards for recordkeeping. The project management software allows businesses to make data-driven decisions based on comprehensive requirements engineering.

Requiment Records Management Software Benefits

• Excel in digital transformation strategies by understanding the requirements
• Gather and manage requirements or important documents on an intuitive user interface
• File sharing has never been simpler on the cloud storage platform to save money
• Streamline business operations or processes with effective project requirements management
• Follow local regulation requirements in the user-friendly digital records management system
• Generate tasks and output reports easily from the dashboard
• Create wireframes for software product development

Requiment is another untraditional yet underestimated records manager software tool that provides companies with endless potential. Discover more about the platform, or sign up for a free trial today.

3. Camms – Record Management, Team Collaboration, and ESG Management

Manage files easily to save time and money on the Camms digital platform. Use the document management system with access controls to track information in different file types. The document management software also provides a team with productivity and collaboration tools.

Camms Record Management Platform Benefits

• Stay compliant by meeting local regulations for records management
• Access risk and policy management tools designed to capture reports in digital storage
• Drive and manage environmental, social, and governance (ESG) ratings
• Share and track different file types in a secure environment
• Discover guides for business strategy planning and management

Camms is another records manager software that focuses on risk and conformance. However, the software stretches its focus far and wide. Request a demo to discover how it can support a company.

4. Resolver – Records Management, Enterprise Security, and Conformity

Resolver is another impressive records manager software that replaces paper records and improves any process and data security following the General Data Protection Regulation (GDPR) standards. Access and share digital files securely while having access to some risk management tools.

Resolver Records Management Software Benefits

• The platform offers robust security for process, recordkeeping, and risk management
• Collaborate easily with serverless storage making documents more accessible
• Leverage the unusual ethics and pharmaceutical assessments available
• Build future enterprise resilience on a global basis to ensure the business grows
• Engage brand equity protection in records management and monitoring tools

Resolver has unusual risk assessment tools and provides good security. However, the platform isn’t mobile-first and doesn’t provide offline capabilities. Request a demo to learn more about Resolver.

5. MyCase – Manage Legal Documents and Legal Operations

MyCase is an unusual choice among our top software options because it caters to the legal industry, but we promise a variety. Many organizations in the legal sector use it to replace paper documents and manual work to save time, enhance productivity, and streamline data processes for legal documents.

MyCase Records Manager Software Benefits

• An all-in-one platform dedicated to legal document and record management on a cloud server
• Access case and financial management tools, reports, and audit material
• Streamline workflow automation with easy Zapier, DropBox, and Docketwise integrations
• Adopt new records management software systems for sensitive information like land records
• Leverage the ultra-secure management of digital records related to sensitive cases

MyCase is limited to records management documents related to local regulations and legal requirements. Still, the platform is impressive. Schedule a demo to discover more about MyCase.

6. Google Workspace – Manage Documents, Collaborate, and Serverless Storage

Google’s products must make the top list of records management tools as one of the leading global systems. Google welcomes easy training as many organizations already use similar products from Microsoft. It makes team messaging, conferencing, file sharing, and digital transformation simple.

Google Workspace Records Manager Software Benefits

• Store, share, and manage documents with Google’s well-known and trusted collaboration tools
• Streamline business processes, systems, team collaboration, and productivity worldwide
• Access the management software anywhere in the US or on the globe, even on mobile devices
• Use the enterprise edition to ensure conformance and manage official records easily
• Manage documents and records easily with the key features many organizations already use

Google Workspace is one of the top records management software worldwide, but it doesn’t tick every conformance box if risk management is a factor. Learn more about Google Workspace today.

7. FileHold – Digital Records System and Cloud Storage/Integration

FileHold is an excellent records management software without all the bells and whistles of risk data management. It allows businesses to replace paper documents with digital records management capabilities and recordkeeping tools to improve efficiency in a single digital space.

FileHold Record Management Software Benefits

• Integrate Microsoft Word, Google Docs, and Visio with the platform
• Upload, track, and monitor data, version controls, and usage with custom features
• Provides cloud storage or allows integration with company cloud services

FileHold is ideal for simple records management to capture, share, and maintain official records on a digital platform. However, it has limited capabilities. Learn more about FileHold’s capabilities.

8. Easy Software – Govern Documents, Collaborate, and Store Archives

Easy Software allows enterprises to leverage digital transformation in simple records management software with the ability to replace outdated paper record systems. The system is similar to Google’s option but provides additional features like references to industry-specific regulations.

Easy Software Record Management Platform Benefits:

• Save, archive, store, upload, track, and monitor documents in one location
• Access templates for invoicing, reporting, HR, contracts, and procurement processes
• Automate workflows and processes while capturing electronic signatures

Easy Software has incredible benefits, but the software is limited with regards to legal recordkeeping and data privacy conformance and isn’t mobile-friendly. Learn more about Easy Software today.

Why Choose Velappity for Comprehensive Record Management?

Managing records and documents isn’t the same process. Some tools provide both options, but only Velappity ensures all regulations are met for accurate reporting, data privacy, storing secure online files, and automated workflows with recurring tasks and assessment reminders.

Additionally, Velappity has a vast range of forms for inspections, comprehensive guidance to help organizations meet compliance, and health and safety inspection software templates. The mobile-first offline capabilities allow assessors to work on-site and sync once back in the office.

Velappity meets every standard and principle set out in our criteria, albeit some workspaces provide nearly the same features. Our low $19 (£15) monthly fees come after clients start a free trial. Contact us today to discover how many benefits organizations can achieve with Velappity.

Summing Up the Top Records Management Systems Software

The management of records in a secure platform using electronic documents is vital to businesses in the digital transformation stage. Track, store, and archive official, legal, operations, processes, company, data, and land records easily from a single platform. Contact us today for more information.

Records Manager Software Tool FAQs

What is records management?

Records management can ensure conformance while leveraging process automation, automated workflows, and the ability to manage records during digital transformation. Records manager software allows organizations to replace paper records and manage files and vital records in a single location.

What is the Sarbanes Oxley Act?

The Sarbanes Oxley Act or the SOX Act refers to US legislation put in place to protect investors from fraudulent financial reporting. Any paper or digital institute managing and reporting official records related to US investors must follow the SOX Act regulations.

What are the 5 types of record management system techniques?

Comprehensive records management systems software like Velappity cover all the basics. However, a 5-step technique for any company to implement effective record management system software includes:

1. Formalize an official record management policy before using record management tools
2. Implement effective, compliant, and comprehensive record management solutions
3. Create automated workflows, retention schedules, and the management of documents
4. Allow the relevant workers access while ensuring secure data storage, usage, and sharing
5. Leverage effective indexing for documents for later reporting and recurring tasks

What is the difference between record and document management software?

Google’s platform only provides document management tools, whereas Velappity provides record management tools, features, templates, and guides. Recordkeeping software refers to the storage, tracking, reporting, and management of official documents, but document management doesn’t.

Which software is the best for compliance records management?

Velappity has everything businesses require to meet compliance standards with a single records management system software that allows employers and risk assessors to use the records management tools offline and on mobile platforms. None of the other record management tool choices provide such an extensive compliance-focused platform. Start a free trial today!