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.

  Strengths:

  • WIP vs. Archive Binder design
  • Depth of functionality with workflow, scheduling, portal, scanning & more
  • Document security & retention features
  • User interface
  • Integration with audit engagement software
  • On-the-fly PDF security option settings
  • Implementation methodology

  Potential Limitations:

  • Requires copying files to portal, rather than linking them
  • Lack of a SaaS offering at this time
..

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.

Doc.It DM provides direct integration with ProSystem fx Engagement and Caseware Working Papers. Microsoft Outlook integration allows users to drag and drop messages and attachments from Outlook directly into Doc.It DM.

Document Control:
Doc.It DM offers a number of document control features, not the least of which is the whole archive binder module. The built-in Policy Manager facilitates the document tagging function and includes the option to include document retention attributes based on the nature of the document. Users can also establish termination dates for engagement binders. User permission settings capabilities are extensive, and for technologically advanced firms Doc.It DM integrates with Windows Active Directory.

The version control feature will store all previous versions of a document as it evolves through its life cycle, with roll back to a previous version if necessary. When documents are checked-out for editing, the document status is dynamically updated in the Explorer-like file “tree.”

Special Features:
Doc.It DM includes a sophisticated dynamic scheduling module called Assignment Editor that automates the staff scheduling process. The integrated portal module manages published documents by “copying” them from the archive repository, rather than linking to them.

An integrated scanning application provides OCR conversion during the scanning process. A feature referred to as Doc.IT Watch will monitor MFP (Multi Function Printer) devices for scanned documents to be uploaded.

Doc.It DM is browser enabled now; however, the application is transitioning to a full Microsoft .NET platform over the next two years, at which point it will be 100% browser-based. The company doesn’t currently offer a SaaS or hosting option, other than to refer users to a third-party hosting service.

Doc.It has one of the best implementation methodologies for transitioning firms into a paperless environment, and is a system designed by practicing public accountants for public accounting firms.

Executive Summary & Pricing
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.

2011 Overall Rating:

 

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