Product

Description

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Cost

Google Docs/Sites

Google’s shared workspaces project.  We upload our documents into Docs, and create a hierarchical website using Sites to organize the interface, based on the product you select.  Share to individuals, not to groups, which can be cumbersome.

Manually group documents into groups and assign access.  

Easy/No Coding. Cloud versions of Office Apps – Quick Set Up

Secure Access

Search Feature only on Titles for Word

Free

Microsoft Sharepoint

Microsoft’s Shared workspace, a step up from Google, which allows you collect documents into specific libraries that can be shared with specific groups.  Easy to manage intranet interface.  Tracks access to see who has accessed documents.  Provides full web versions of Office apps.  Simultaneously edit in collaboration mode.  No hierarchical archiving.

Easy/No Coding.  Office Online.  Full text search of all documents

Time consuming to set up

$9 per user/mo

Policy Prime

Very stripped down version of web based document management system.  Allows the hierarchical archiving of documents, and distribution to groups.  Provides a basic web interface, but not an intranet – access via link.  Once document template is set up, anyone with privileges can edit and all can access.  Allows for acknowledgement tracking, simple testing, and basic workflow (renewals only)

Simple interface, fast set up

No graphics in searchable docs (bad for PC step by step) – chintzy interface

$29/mo unlimited users

Power DMS

Full featured document management system.  No intranet interface, but will manage training, personnel records, access and acknowledgement records, document workflows, approval, publishing, full text indexing, graphics in documents, manual creation. 

High functionality

Long set up process

$49/mo per user