By Annemaria Duran
[salesforce form=”5″]OneHub is a sophisticated portal for the collaboration and sharing of documents. It allows for documents to be shared via a secure link (a compliance issue) or workspace sharing. Its user format and commands are fairly intuitive and easy for the average user. Competitors of OneHub include SharePoint and DropBox.
eFileCabinet is a document management system that allows for full regulatory compliance and managing of business documents. It includes a portal for external sharing and hundreds of business efficiency tools related to document management.
Let’s take a look at some key differences:
Storing Documents
OneHub allows for two methods of document storage: drag and drop and ‘store’ directly from computer files. This is adequate for a very basic personal user, but becomes problematic for business users. Businesses rely on a multitude of document types, programs, and formats. OneHub’s methods of uploading documents requires that the document first be saved and named on a personal computer (this is a major compliance issue). This adds time and steps for users.
eFileCabinet works with a multitude of other programs and storing methods. They include: drag and drop, ‘store,’ direct scanning capabilities, send to eFileCabinet direct buttons, save changes, and print to eFileCabinet. The direct scanning capabilities save users an average of 65% of their time in scanning functions that would be required through OneHub.
eFileCabinet has multiple integrations with other systems that allows for direct storage into eFileCabinet. This is a big deal if security, safety, and compliance are key topics for your business. This eliminates the requirement that OneHub’s method mandates: users from storing confidential information directly onto their personal computers. Some of the eFileCabinet integrations include: Microsoft Word, Excel, PowerPoint, and Outlook easy buttons, The SAGE Family of Products Integrations, and QuickBooks. Further, eFileCabinet works with any software that is installed on the individual’s computer to track and save changes made within the program. This includes text files, CAD files, and other industry-specific software.
Finally, eFileCabinet’s Print-to function allows the user to convert a document to a PDF and store it in eFileCabinet from any program that allows printing in one simple step. This is a critical efficiency component for any business.
Searching and Retrieving Documents
OneHub has an all-encompassing search feature that allows for workspaces to be searched by document name. Certain filters can be applied, but the search will not include OCR searches, hierarchy searcher, or other sophisticated searches.
eFileCabinet provides name searches and advanced searches by user, date, and text data. The OCR search will even provide PDFs and other documents whose text meets the search criteria. This saves the user valuable time in locating documents.
Sharing Documents
OneHub has a fantastic sharing interface that allows for additional users and permission settings. Sharing a single document can be as simple as sharing a secure link to that document or giving access to an entire workspace to a user. However, the manner in which OneHub is set up does not meet HIPAA, the SEC, FINRA and other major regulatory agency requirements for securing confidential information. It may also break several state’s privacy law regulations, so users should be careful about storing and sharing confidential documents.
eFileCabinet incorporates an external portal which requires external collaborators to log into Secure Drawer to see documents. This maintains regulatory integrity. Secure Drawer is found inside of eFileCabinet, but uses separate storage that the original copies of the documents stored for your internal business operations. Secure Drawer allows for limitations to be placed on users and provides a two-way portal for sharing of documents.
Other Business Efficiencies
In addition to the items named above, eFileCabinet has many features built to increase business efficiencies. These features include role-based security, which allows internal users to be limited on both a granular basis and on a widespread, user, or user group basis. The templates and predefined names provides a way to customize and implement naming conventions and organizational structure in your organization. This is regarded as one of the most important actions a business can take in managing documents. Audit logs provide transparency throughout your files. Alerts and comments provide a way for internal based notes and tasks to be completed. Workflow gives an automatic path and actions for any document in your filing cabinet. Cabinets and drawers give businesses the ability to organize tens of thousands of documents. These are a few of the efficiencies you will find in eFileCabinet.
In Conclusion
OneHub is a great resource for personal collaboration and small businesses that are not bound by regulatory compliance or privacy laws and who do not have large amounts of documents to keep organized or stored.
eFileCabinet is a full document management system that is perfect for businesses that need to keep documents secure and compliant with regulatory rules. It is also ideal for organizations that have hundreds or thousands of documents that need to be organized and quickly retrieved. It is perfect for businesses that need to share documents securely outside the organization.