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eFileCabinet

Website: http://www.efilecabinet.com/

Catagory: Document Management

 

Best Fit

  • Firms who need a flexible solution which can be configured to capture the metadata to index documents and execute workflows to meet their specific needs.
  • Users who need to access data from multiple locations may be attracted to the flexibility of eFileCabinet’s cloud offering, which is accessible on Windows, Android, iOS, or in a web browser.

Strengths

  • The application can be delivered in a number of ways, including on-premises installation, via mobile apps, using a web browser, or using a client application which connects to a remote server.
  • eFileCabinet integrates tightly with many applications (including QuickBooks, Salesforce, CITRIX ShareFile, Microsoft Office, and Sage Live).
  • The application has been used as a production document management system inside CPA firms for over 10 years, and is also used in healthcare, financial services, and many other industries.
  • The company reports that eFileCabinet and its hosted SecureDrawer client portal/extranet can be used in environments which are subject to strong regulatory mandates, including FINRA, SEC, HIPAA, and PCI.
  • Easy to use ribbon interface and logical menu options allow users to be productive with minimal training.
  • Mobile apps for both Android and iOS allow on the go access to documents from anywhere.
  • Available “Sidekick” application allows users to file documents by dragging and dropping them onto an icon on their desktop.
  • eFileCabinet integrates tightly with many applications (including QuickBooks, Salesforce, CITRIX ShareFile, Microsoft Office, and Sage Live).
  • The application can be delivered in a number of ways, including on-premises installation, via mobile apps, using a web browser, or using a client application which connects to a remote server.

Potential Limitations

  • Users with slow internet connections (ISDN or slower) will want to avoid the cloud offering, which stores all files in eFileCabinet’s secure hosting facility.

Overview

eFileCabinet is a mature, flexible general document management system (DMS) which was introduced to the market in 2001. Since that time the solution has been used by accounting professionals and others who need a flexible system for indexing and retrieving documents. Over the years, the application has matured, adding support for a significant financial services user base, launching new integrations with a wide range of products (including e-signature from DocuSign and RightSignature), and announcing a strategic relationship with global business management software publisher Sage. The resulting application is powerful enough to meet the needs of advanced users, with features like configurable workflow, full text OCR, check-in/check-out, version control, and customizable index fields, while keeping things simple enough that many new users do not require training to work effectively. The product can be used as a simple DMS for new users, and when they are ready, the more advanced features can be configured and implemented.

The application does not have direct (e.g. “on the tax software menu”) integrations with any tax & audit software applications, but it offers a number of simple workarounds, including a dedicated Windows printer driver for capturing printing directly from application, a “hot folder” application which automatically uploads any files placed in the designated folder into the DMS, remote scanner connection applications, and the eFileCabinet mobile app, which permits users to take pictures of documents which are stored as PDF files. There are also add-ins for QuickBooks (on-premises) and Microsoft Office. Document routing and workflow capabilities are included in the application, but will require some training and consulting to get them ready for production by most users.

eFileCabinet is designed to meet the complex needs of customers in highly regulated businesses, and includes enterprise-class features such as:

  • Microsoft Active Directory integration
  • Advanced security (role-based and type of documents, ideal for multiple levels of security)
  • Audit tracking is “always on” and tracks all activity by users
  • eFC reports that the product can be used in offices subject to HIPAA, Gramm-Leach-Bliley, FINRA, and PCI security/regulatory requirements
  • An included drag and drop workflow customization tool
  • Zonal optical character recognition (OCR)
  • Drag and drop adding of documents in Windows

The product has a suite of tools for managing documents, including check-in, check-out, version control, and good tools for uploading new document versions to the server. Documents can be indexed with different user created document metadata templates, and can also have class lives or retention periods assigned to them from within the application.

The company’s hosted Secure Drawer secure portal service (which is used with both the on-premises and cloud versions of the application) allows firms to have their client portal hosted in a world class data center instead of trying to install, secure, and support an unfamiliar application running on their own hardware.

Summary and Pricing

eFileCabinet is a well-established document management system which can be configured for use in a wide range of industries. Although the company’s historical strength is in deploying their product in accounting firms, the product is available in versions which should work on almost every operating system and mobile platform. The same code base and user interface are used for either on-premises or cloud-based deployment, and the product is simple enough for a solo practitioner, but also powerful and customizable enough for a large company.

Contact

eFileCabinet, Inc.
www.efilecabinet.com