Easy Data Access — Docsvault Small Business Edition

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From the August 2007 Review of Document Storage Systems

Easy Data Access began the development of Docsvault in 2003 with the goal to provide small to medium-sized businesses with an affordable paperless office solution that can be utilized to transfer a business’ paper files to a centralized and organized digital filing system.

Usability -- 5 Stars
Docsvault is designed to be a very simple application for the small business user. The system uses a cabinet and folder structure display for navigation. Pre-established cabinets are included with the system but can be completely customized. The system is designed to give users access to all functionality through the right-click of the mouse.

Document Organization -- 5 Stars
Each cabinet is made up of a series of folders. The metadata (index) values can be customized to relate to the type of documents that are stored (i.e., the AP cabinet can index documents by vendor and invoice number, and the client cabinet can be indexed by client name, number and document type). The system administrator defines these properties, which are called profiles. When a document is scanned in or uploaded, the profile window pops up so values can be populated, allowing users to then search by profile contents in the future.

Annotation -- 4 Stars
PDF annotations are managed through Adobe Acrobat. However, a notes window lets the user add/view notes associated with the document.

Integration -- 4 Stars
Direct integration with MS Office allows users to create and save files directly from these applications. Specifically, with Outlook, users can establish rules that will automatically index and file e-mail messages and their attachments.

Records Management -- 5 Stars
Docsvault offers granular security at the user and document level. Activity rights can be set to view only, overwrite (edit) and delete. Security privileges can be established at the group and user level. Administrative rights are reserved for the system administrator, including creating document profiles and audit trail viewing. The system tracks a detailed activity audit trail that includes check-in/checkout history, version tracking, deleted documents and edited documents. As part of the document retention features, the system provides backup utilities to facilitate automatic full and incremental backups. An export feature allows the entire repository of documents and files to be copied to an entirely new folder structure. Documents can be exported to a CD or DVD.

Relative Value -- 4.5 Stars
Docsvault is a comprehensive document storage system that is also very easy to use. It offers a lot of flexibility in the document organization features that make it a good solution for many different types of organizations. Pricing begins at $399 for a five-user license and $199 for each additional five-user license pack. No annual maintenance fees apply.

2007 Overall Rating: 4.5 Stars