Document Management Software

IT Department

Where does the document management software fit in the IT department? It’s likely that IT would be hands-on in implementing it and maintaining it, but how does the department directly benefit from it? In nearly any role, we all still deal with documents. 

Whether your role is involved in the service or product your business provides or is to support the rest of the business, documentation is part of IT, as are the business processes that run through other departments. 

IT knows the power of automation, and so bringing that value to any documentation process should be a no brainer, whether it’s for approvals for licensing and specifications, sharing informational documents like whitepapers, or long-term storage of documentation.

Rubex by eFileCabinet Helps IT Departments


Work at the speed of thought, but without human errors


Automate redundant processes


Compliance with governmental and industry regulations


Keep all documents and files in one place


Waste less time


Eliminate lost and misfiled documents


Complete mobility—work anytime, anywhere, with your entire office on your device


Work from anywhere


Facilitate compliance and ensure security


Improve customer service


Achieve a consistent file structure


Securely share files of any size


Control access and track files


Fast track document turnaround


Protect and expand your business


Maximize your performance

Why should information technology professionals choose eFileCabinet? Besides getting rid of the avalanche of paperwork overtaking the office, there are mounds of practical reasons for your office to convert to electronic document management.

eFileCabinet’s IT document management software helps navigate industry changes

As Information Technology faces consumerization and the lines between personal and work information are increasingly blurred, technology departments and IT Managers face unique challenges when it comes to information management.

How do you let workers (especially of the millennial generation) rely on personal devices to complete work out of the office without sacrificing security? Rubex by eFileCabinet is the answer.

With Mac and mobile-compatible document management solutions, eFileCabinet ensures the security of information from a range of locations and devices—helping IT Managers conquer the challenges of modern information management.

One of the coolest things that we’re doing is working with the open API in eFileCabinet to interface with our other programs. We’ve built our lab information management system with the sequel server, and our IT department is building the part that works on tablets.

Jonathan Felt

Make going and staying paperless easy with Zonal OCR

Want a records manager you can nix from the payroll? Want to eliminate the work required to manually type information into specific fields? What about a simple way to go and stay paperless?

Rubex: A Web Portal to Connect the World

Bring Innovation Full Circle with IT Document Management Software


IT Consumerization




Green IT


Technical Documentation


Rules & Procedures


Account & Password Info


Server Management Guides


Domain Joining Guides




License Documentation


Business Intelligence



Rubex’s secure file-sharing feature is a highly encrypted alternative to breach-susceptible email. In addition to bank-grade, 256-bit AES and SSL information security, Rubex lets you share large file sets without having to remove the information from the portal—drastically reducing the possibility that sensitive data is compromised.

As a point of contact for those you work with, Rubex also offers the opportunity for custom branding, letting you tailor this file-sharing feature to your brand’s colors while simultaneously leveraging a custom URL to drive more traffic (and brand recognition) to your website.

Role-based user permissions

Role-based user permissions differentiate standard users from users with permission to access certain files within eFileCabinet, your centralized information repository.

Administrators can also manage file retention schedules and employees with equal precision—automating, in many respects, the managerial process as its relevant to documentation.

This feature also provides ‘view only’ access to organizations in any industry subject to audits, ensuring unauthorized parties cannot change information.

Enterprise access: Satellite/remote access

Rubex’s Enterprise Access prevents the need to audit and review documents in person at various branches of an organization, ensuring compliance among various office locations, helping administrators regain control of unstructured information and content.

Rubex to the Rescue

Today’s technology can simplify all cycles of document management. Here are just a few of the eFileCabinet DMS superpowers that can help make your job significantly easier:


Chances are you work with lots of repeated documents in repeated patterns. Automated workflow will save you lots of hands-on time, as documents are automatically routed from creation/collaboration, revising, and versioning, to evaluation and approval.

In a business sense, “workflow” can refer to any controlled and repeatable pattern of processes that a project passes through to reach completion. In document management, “workflow” refers to the process of moving documents through an organization.

With eFileCabinet, you can design workflows that are as simple or complex as your department requires. You can also establish multiple workflows, making it easy to map out automated file routing for the different types of documents you produce or receive on a regular basis.

Zonal OCR

If you work with lots of forms—and what accounting professional doesn’t?—Zonal OCR is like hiring a super-speedy, extra-efficient virtual assistant that specializes in data entry. Using basic optical character recognition (OCR), Zonal OCR recognizes and auto-populates data for you. It even automatically files the document in eFileCabinet. Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry.

Work From Anywhere

Rubex is a SaaS system that operates from the cloud. This means you can use Rubex from nearly any device with an internet connection. Access Rubex from a web browser, desktop application (PC/Mac), or mobile application (iOS/Android). Security protocols allow you to work through the web with peace of mind. Encryption means you can connect without compromise and get your work done from the office, from home, or on the road.

Ready to Take the Next Step?

This industry journey only scratches the surface of what Rubex by eFileCabinet can do. Document management software can do incredible things for your business, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money. Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry.

Call: 877-574-5505