We review products independently, but we may earn affiliate commissions from buying links on this page. Terms of use. Built to cover the document management (DM) needs of businesses, PaperTracer (which starts at $15 per user per month) is a sensible and deeply customizeable solution built around the preparation, capture, and management of documents. Granular control and flexibility in handling document metadata make it a capable document management solution. PaperTracer goes beyond document retention, and provides users with tools for gathering and tracking data. Collaboration and sharing features do fall short and the pricing can quickly balloon if storage capabilities increase. PaperTracer falls right behind our Editors' Choice winners Ascensio System OnlyOffice and Microsoft SharePoint Online in our DM software review roundup for its lack in those areas. Users, Roles, and Security From an IT administrator's perspective, evaluating any DM system means paying close attention to security, since weak security could result not only in lost data but could also expose the organization to violations when it comes to regulations, industry standards, or corporate policies. Most of the enterprise-focused DM systems we reviewed in this roundup, including not just our Editors' Choice winners but also Adobe Document Cloud Standard, pay close attention to security for these reasons. PaperTracer will satisfy the security requirements of most businesses due to a widw range of security controls. The most desireable among these are user and group management, session timeout, and password length enforcement (but password complexity is not configurable). The PaperTracer system is Health Insurance Portability and Accountability Act (HIPAA) compliant, with a permanent record of all data access. The system has 2048- bit encryption environment, employs secure user authentication, and has the capability of producing a full audit trail of all data access, updates, and routing. Permissions within PaperTracer are similarly robust. Admins have the ability to control user or group access to a department, or by individual data fields. Users het access and can view or add/edit rights at a granular level. It is also possible to manage permissions for specific records, which effectively overrides permissions assigned to that record previously using other methods. In addition to the comprehensive permission capabilities, PaperTracer offers reporting geared toward ensuring an appropriate security posture. The access report identifies permissions assigned to various resources, as well as the access available to individual users and groups. The audit log function can be used to track various actions performed within a certain time period and/or by a specific user. Records pertaining to viewing or routing documents can be hidden in order to cut down on the amount of data to sift through. Ideally this audit data could be exportable into either a PDF or a Microsoft Excel file, but this capability isn't available. It's All About the Data Another important feature of PaperTracer is the ability to customize metadata fields to an exceptionally high degree. Where other document management systems will let you customize these fields, PaperTracer handles these fields like a traditional database system, letting you define field type, automatic values (based on parameters, timestamps, or the user performing an action), potential values in the form of a value list, and even configuring fields as required or read-only. Fields can also be grouped in order to present the user with a tabbed data entry view, and can be configured as with a hierarchy to them, so that if a certain value is selected additional fields are made available. PaperTracer also has data management capabilities that extend beyond configuring custom fields. For one, the reporting capabilities are in line with what you'd expect from a data management utility, offering quite a bit of customization in terms of what fields are used for display, filtering, sorting, and grouping. Further, managers can perform bulk import using Microsoft Excel or mass changes using the bulk edit tool, which lets you find records containing a field with a certain value, and updating those fields individually or all at once. Add these data platform capabilities together and many businesses could use PaperTracer, not just to manage documents but to manage all of their data-gathering operations. A Focus on Contract Management Contract management has inherently serious legal ramifications, and is usually a closely watched business process in terms of not only security but workflow integrity and integration, too. PaperTracer includes a contract authoring capability in order to streamline the relationship between contracting and document management. PaperTracer's contract authoring feature can be enabled by an admin, and uses admin-defined templates using contract sections and clauses, each of which can be prepopulated with common language provided by the corporate legal team. Once these sections and clauses are built out, they are associated with one or more contract types. These contract templates can be build by using user input fields, which let users quickly populate the contract with the relevant information, either from fields in PaperTracer or through manual input. Users with the appropriate permissions can initiate a contract, populating data fields which feed the contract language, incorporating the applicable sections and clauses, as well as verbiage specific to the contract's intent. Once a contract has been authored within PaperTracer, it can then be routed for approvals and signatures like any other document. This can be a manual process, triggered by the user, or a workflow can be incorporated, coordinating with users both internal to the organization or externally. Pricing and Capabilities PaperTracer comes in two editions: Express and Enterprise. The Express edition is targeted toward small to midsize businesses (SMBs), and is priced based on workflow template selection, users, and storage. Each workflow template has a cost of $30 per month, and includes industry options such as asset management, clinic management, employee onboarding, contract management, and law office management. Users are an additional $15 each month per user, and storage is $25 per gigabyte (GB) each month. The Enterprise edition involves a more hands-on approach to implementation, with PaperTracer assisting your business with customizing workflow, importing data, and getting the system ready to run. Pricing for this edition depends on your business requirements, but a sample quote we were provided included setup costs of $2,000 for initial setup and licensing, $1,000 for admin training and 30 days of as-needed support, as well as another $300 monthly for 3 GB of hosted storage, five internal users, and unlimited external users. There's certainly a market for PaperTracer, particularly among businesses looking for a system to capture data, not just documents. However, PaperTracer's cost is certainly something to consider, particularly if your storage requirements are going to be a significant factor. Bottom line: Be sure to closely map your needs to PaperTracer's capabilities before purchasing. If they line up, then this is a solid solution. But if your needs are more mainstream, then you might want to keep looking. Bottom Line: PaperTracer is versatile enough to serve data gathering needs. Collaboration and sharing features leave a lot to be desired, but data storage, tracking, and comprehensive security features make it worth considering.

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