Review of Doc.It DM - 2011

Doc.It
888-693-6248
www.doc-it.com

From the June 2011 Review of Document Management Systems

I have reviewed Doc.It DM annually for the past five or six years, and I’m impressed with how the system has evolved into such a comprehensive solution. It is built on a solid foundation with the WIP binder and archive repository model. It is a strong system for firms that are committed to digital workflows. Doc.It is priced at $35 per month per user for the entire suite, which includes Doc.It DM, client portal, workflow, scanning and more.

Best Firm Fit:
Due to the robust feature set incorporated into Doc.It to support workflow automation and scheduling, it is best suited for firms that are prepared to work towards fully automating their business processes. The benefits of doing this are greater for larger firms that typically have more staff members involved in the typical engagement. Small firms and sole practitioners are less likely to be able to fully utilize the depth of functionality. However, a sole practitioner can benefit from binders and an archive, as well, so Doc.It Suite can work equally well for smaller firms. If your firm has a lot of “team based” engagements, Doc.It is well suited for that.

Core Product Functions/Features:
It is always important to begin any review of the Doc.It Document Management System (Doc.It DM) by explaining that the design of the system is organized into two main components: the WIP binder for processing and managing dynamic documents during an engagement’s life cycle (similar to an engagement application without the trial balance functionality) and the Archive module for storing static or published documents that are intended for retrieval and review.

Documents stored in the Archive module are converted to PDF format and assigned a document type so that they can be flagged for destruction at the end of the document’s useful life.

The Binder within Doc.It DM organizes documents and files at the engagement level to streamline access to them throughout the engagement. The “My view” screen provides direct access to recently used WIP binders and individual documents, as well open tasks. Everything is focused at the client level. The archive tab includes a PDF copy of every document that comes out of the WIP binder. The WIP binder uses templates to organize the documents based on the nature of the engagement, and includes a table of contents with a preview to quickly view the desired documents. Common document templates (e.g. engagement letters, representation letters, checklists) can be included in the WIP binder for quick preparation of common documents.

Users can drag and drop files from the Windows Explorer with an option to move or copy the file. The metadata tags are customizable to meet the specialized needs of individual firms and practice groups.

Document Workflow:
The WIP binder functionality and integrated workflow manager combine to offer a comprehensive solution for managing the flow of engagements in a completely paperless model. Firms can establish customized workflows, which include the individual steps in the process and assign individual tasks to different staff members. The integrated scheduling application will automate the scheduling process by matching the required skill for each step in the process with the pool of resources available.