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Best IT asset management software of 2022
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An asset management software is a necessary part of every IT department. Find out which one is best for your business.
IT spending continues to increase. According to data outlined in the 2022 State of IT report by Spiceworks’ Ziff Davis, most businesses (53%) expect tech spending to increase year-over-year in the next 12 months.
And according to Gartner, IT spending is expected to grow by 3% throughout 2022, despite the current financial environment.
“Central banks around the world are focusing on fighting inflation, with overall inflation rates expected to be reduced through the end of 2023,” said Gartner Vice President John-David Lovelock. “However, the current levels of volatility being seen in both inflation and currency exchange rates is not expected to deter CIOs’ investment plans for 2022.”
Some of the top categories where budgets are being spent include data center systems, software and IT devices. Purchases are being driven by weaknesses discovered during COVID-19, the push toward sustainability and the constant need to modernize to stay competitive.
As spending increases and organizations continue to invest in everything from cloud-based platforms to IoT devices, managing the tech infrastructure becomes complex. And that’s exactly why IT asset management (ITAM) software is more important than ever before.
IT asset management software is used to track and manage an organization’s physical and digital assets, from mobile devices to software licenses. It ensures companies have eyes on all assets at all times throughout each stage of the IT life cycle.
SEE: IT management software: The ultimate buyer’s guide (TechRepublic)
Jump to:
Asset Panda is known as an asset management tool that can track anything, including IT assets. Asset Panda takes a flexible approach to asset management, enabling teams to custom-tailor the platform to fit their specific needs.
Asset Panda also provides access to unlimited users. Anyone who must track IT assets has the ability to do so in one centralized location.
Key Features
SysAid is a provider that offers everything from a robust IT service desk to full IT asset management. SysAid’s asset management tools are built to fit right into any service desk to boost efficiency and improve visibility.
SysAid’s asset management tools are broad. For example, IT teams can benefit from inventory management, including support for hardware and software assets. Other notable features include the ability to set up custom monitoring and receive real-time alerts.
Key Features
Freshservice by Freshworks is a full-service suite of IT asset management tools. A hallmark feature of Freshservice is the platform’s automated discovery capabilities. Using the tool’s Discovery Probe, IT teams can quickly scan all IT assets in real-time to update asset data. These discovery solutions work with all types of assets, from hardware to virtual machines.
Freshservice also offers features such as relationship mapping, full asset life cycle management, contract management and built-in software-as-a-service (SaaS) management.
Key Features
UpKeep is different from the other platforms in this list in that it combines computerized maintenance management system (CMMS), enterprise asset management (EAM) and application performance management (APM) capabilities in one solution. Through UpKeep’s Asset Operations Management Platform, teams can monitor asset maintenance, manage assets throughout their life cycles and improve asset performance.
UpKeep’s unique capabilities make the platform a great choice for IT teams in technical industries such as manufacturing, government, fleet management and utilities. Plus, UpKeep is a mobile-first platform, enabling teams to track and manage their assets from anywhere.
Key Features
ManageEngine’s AssetExplorer is a web-based, end-to-end asset management tool. AssetExplorer enables teams to manage IT assets, including hardware and software, from deployment to retirement.
A key feature of AssetExplorer is the built-in software license management tools. Teams can manage all types of licenses, including individual licenses, original equipment manufacturer (OEM) licenses and enterprise licenses. As a result, IT teams can ensure license compliance.
Other capabilities include IT asset inventory management, software asset management, CMDB and purchase order management. AssetExplorer is different from other options on this list, as the platform does offer a free edition that can be used by teams with fewer assets.
Key Features
ServiceNow is a platform used by IT teams to connect all IT workflows, from service management to portfolio management. ServiceNow’s IT Asset Management solution enables IT teams to automate the life cycle of software, hardware and cloud-based assets. Built-in capabilities include everything from hardware asset management to IT asset offboarding and beyond.
These capabilities are built on ServiceNow’s Now Platform, which enables IT teams to use one centralized source for all assets. Plus, teams can automate their asset management workflows using built-in, no-code playbooks.
ServiceNow integrates with a wide range of other apps and services to help IT teams improve efficiency. Examples of current integrations include Jamf, Microsoft and IBM.
Key Features
GoCodes is a no-nonsense asset tracking solution. GoCodes provides custom QR code tracking for everything from desktop computers to routers and beyond. Plus, teams can use the mobile scanning apps to complete asset-specific tasks from anywhere.
GoCodes also features robust reporting and analytics tools, so teams can see in-depth data about their assets in real-time. Teams can utilize the built-in check-in/out solution to check IT equipment out when necessary to simplify collaboration and tracking.
Key Features
Ivanti is a full-service IT asset management platform offering solutions for discovering, managing, securing and servicing all IT devices. Ivanti Neurons for ITAM is a solution that enables IT teams to track hardware and software as well as on-premises and cloud-based devices using a centralized database.
The solution also features real-time discovery, life cycle tracking, barcode scanning and more. Plus, teams have access to more robust tools such as vendor management and automation.
Key Features
IT asset management software is a subcategory of IT management software. It simplifies the process of managing all IT-related assets, from computers to SaaS applications.
The key role of IT asset management software is to give IT teams full visibility into their tech infrastructures. As a result, they can monitor, forecast, plan and manage to reduce costs, eliminate security risks and ensure compliance.
IT asset management software is also used to effectively manage each stage of an asset’s life cycle, from procurement through maintenance and to ultimate disposal.
SEE: How to reduce costs and risk with IT asset management systems (TechRepublic)
IT asset management software is a critical tool for virtually any organization that uses any kind of IT asset. This includes organizations across industries, from healthcare to manufacturing.
Asset management isn’t just for large IT teams or enterprise organizations with overly complex infrastructures either. Even SMBs with a simple tech stack should utilize asset management tools to scale effectively.
IT asset management software’s importance continues to result in growth year over year. According to recent data, the global IT asset management software market is expected to grow by $4.23 billion between 2022 and 2026.
There are numerous reasons for this growth. Although, two key factors stem from the organizational need to do more with less and the need to be in compliance with ever-evolving security requirements. IT asset management software delivers on both of these needs.
First, these tools are intelligent and offer a single-pane-of-glass view of all assets, boosting efficiency by reducing the number of tools required for asset management. Second, IT asset management software simplifies compliance. For example, keeping track of IT assets enables organizations to more closely monitor for security risks that may endanger consumers.
SEE: How to choose the right data privacy software for your business (TechRepublic)
Asset visibility is a continual security challenge for organizations of all sizes. This is exacerbated by the constant expansion of the attack surface due to the growth of the cloud, IoT and other tools.
To keep company data protected, organizations must know what assets they own and how they’re being used at all times. IT asset management software enables real-time visibility for all assets, in one centralized location.
IT asset management can lower the costs associated with IT procurement, maintenance and future expansion.
For example, by understanding what assets an organization currently has deployed, IT teams can avoid purchasing assets the organization doesn’t need and decommission devices no longer required.
Plus, IT teams can effectively track and manage their software platforms, eliminating license overspend, as well as budget and plan for future asset needs.
IT teams must wade through the murky waters of multiple levels of compliance. They must ensure they’re in compliance with vendor contracts as well as with numerous external laws and regulations, such as those involving data privacy.
IT asset management software helps IT teams remain in compliance in many ways. For example, proper management ensures assets such as software and hardware are updated and secure. Plus, these tools can help IT teams “show their work” when it comes to compliance audits.
One of the key roles of any IT asset management software is real-time monitoring. Through monitoring, IT teams can be proactive, finding and mitigating security threats quickly. For example, teams can see if a device goes rogue or if a certain app hasn’t been upgraded to its latest version.
In addition, IT asset management ensures critical devices are decommissioned properly when employees leave or when devices must be replaced.
The more devices an IT team is responsible for the more complex management will be. This is especially true when it comes to managing each unique stage of the asset life cycle. Asset management tools provide support for each stage, from deployment to retirement.
For example, asset management tools can ensure software is deployed properly and that hardware is working as it should. These tools can also ensure assets are being updated and maintained on a regular basis. Finally, asset management software can help teams understand when assets should be replaced.
While asset tracking and asset management are often used interchangeably, asset tracking is slightly different. Asset tracking typically refers to the tracking of physical assets such as computers and IoT devices using barcodes, RFID tags or GPS. However, many ITAM platforms will also enable IT teams to track software assets too.
Real-time monitoring of assets ensures IT teams can keep a constant eye on all physical and digital assets. For example, IT teams can see which assets are in need of repair and which ones are being utilized or underutilized at any given moment.
Real-time monitoring can also help teams mitigate potential security risks fast, and teams can use monitoring tools to track lost or stolen devices to aid in the recovery process.
Real-time monitoring is also a critical feature for today’s remote workforce. Some IT asset management platforms offer mobile capabilities, so teams can stay connected to their assets from anywhere.
Managing an asset’s life cycle from deployment to retirement is a complicated process. However, it’s critical for ensuring assets are properly updated and maintained. It also helps ensure devices that are no longer in use are decommissioned to protect business data.
IT asset management software will include tools for every step of the asset life cycle. Better yet, life cycle management is automated by the software, removing the tedious process from the IT team’s plate.
IT asset management software has the ability to alert IT staff when issues occur within hardware or software. For example, IT staff can receive notifications when potential security threats are detected or when a computer goes offline. As a result, they can quickly mitigate threats and perform required repairs, saving serious downtime.
Due to the real-time monitoring and AI capabilities of modern platforms, IT staff can also receive notifications when the system detects issues that may lead to future maintenance needs. For example, they can be alerted if the system detects a computer that’s lagging or increased network traffic. As a result, IT teams can be proactive.
IT teams use a ton of tech tools each day. IT asset management software integrates with these tools seamlessly to provide a centralized view of all assets, both physical and digital. As such, the asset management software chosen should integrate with the company’s IT help desk or ticketing software.
While many IT asset management platforms include robust, real-time analytics dashboards, reports are still important for various tasks, from taking inventory to budgeting. IT asset management platforms typically come with built-in reports teams can pull that dive into everything from asset utilization to employee productivity.
In addition, many of these tools will offer report customization tools, so IT teams can create reports using the information they need.
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Best IT asset management software of 2022
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If you’re looking for the best project management software for startups, rest assured there are several options designed to help you keep track of your team and company growth. Here’s our list of the most popular apps to help small businesses succeed.
Startups involve a lot of trial and error. Things can get chaotic, and managing the mess can be challenging. Finding the best project management software for startups is essential for building a streamlined structure that enables smoother operations and collaborations.
This article is for people trying to find the best project management software for their needs. It breaks down the crucial features that must be present in any project management solution and offers you the insights you need to make a smart decision. If you’re low on time, monday.com is our top choice, but there are plenty of good options included here.
Project managers are essential to the growth of startups. They help ensure that the business embarks on projects that align with its goals, timelines are on schedule and there is effective communication within the teams.
Project planning involves identifying stakeholder needs, outlining goals, defining the responsibilities of teammates and scheduling milestones for its effective implementation. Project management software can help achieve this.
The most popular project management software types are resource management software, timeline management software, scheduling software and team collaboration software.
Depending on your needs, the right project management tools for your organization may vary. Most startup companies will have to consider how much money they’re willing to spend.
If you’re running a bootstrapped business, project management software may be a significant expense that has to be justified in terms of future benefits. On the other hand, if your business is well-funded, you can invest in tools with more advanced features. 
The next thing to consider is communication and collaboration features. These may include group chat to keep everyone in touch when working remotely, or the ability to create multiple tasks for colleagues at once. Other features include integrations with popular third-party apps, like Gmail and Google Drive.
It’s also important to consider whether the software is scalable enough to grow with your business. A non-scalable software wouldn’t accommodate more features to keep up with multi-project management or provide collaboration tools for larger teams. A good idea is to think about whether you’ll use the program for just one campaign, or if it will become the backbone of all of your future project management needs.
monday.com tops our list for startups due to its varied feature set and flexibility, making it adaptable to any purpose. ClickUp is a close second, but its interface sometimes suffers glitches. 
Asana, Freedcamp, Trello, Wrike, TeamGantt, Basecamp and Jira offer their own specific advantages with their unique methodologies ranging from kanban and Gantt charts to a communication-first approach. nTask comes in last, offering affordable plans with limited views on the free plan.
Now that you know what to look for in project management software for startups, here are our top recommendations that you can start using today. 
More details about monday.com:
Pros:
Cons:
monday.com is a collaborative platform for startups that focuses on business operations, team management and project visibility. It can be used by businesses of any kind and size, from small startups to large enterprises, making it a very scalable solution.
The platform comes packed with features that make it a more holistic solution, including task management, document collaboration, automations and shared timelines. Despite being feature-packed, monday.com is still an easy-to-use project management software.
Running a successful startup requires a lot of planning and visualizing of future processes. monday.com makes it easy to map your company’s workflow from ideation to delivery, so every team member has a clear vision of where they fit. With all these features on one platform, you don’t need another system for communication or project management.
Smaller startups, as well as larger ones with a distributed workforce, can use monday.com to streamline workflow, increase transparency and collaboration and improve productivity. It’s easy to see why. 
The monday.com platform allows projects to be organized around tasks, documentation and conversations, rather than siloing them into separate groups, allowing for more fluid communication between departments. It goes beyond project management to provide a unified workspace across functions. 
With monday.com’s free plan, you get just two seats, a limit of 1,000 tasks and access to the list view and kanban board. This won’t be sufficient for most startups, so it’s best to opt for the paid plans. These provide more project views, access to automation features and unlimited tasks.
You can give the 14-day trial a chance before committing to the paid plans. Check out our monday.com review.  
More details about ClickUp:
Pros:
Cons:
ClickUp is a feature-rich, reasonably priced project management tool. Startups can make good use of its task management views, which include Gantt charts, calendars and a space for notes.
There is also a mind map integration, a feature not found in many other project management solutions. You can produce mind maps, then transform them into tasks and give the tasks to the team as kanban boards. This helps visualize work and maximize efficiency.
Typically, project management services provide a limited number of views and features in their free edition, hiding the rest behind a paywall. ClickUp provides a complete task-tracking suite, only restricting how often you may use it, with a cap of 100 uses on the free plan.
You can set up recurring tasks, create an unlimited number of projects and use all of its reporting tools, enabling better supervision of weekly and monthly targets.
The only distinction of the paid plans is users get extra storage space and sophisticated security features. While the free plan has a lot to offer, the paid and advanced plans are also highly affordable. If you’re still feeling skeptical, you can try a 30-day free trial to test ClickUp’s advanced features or read our ClickUp review. 
More details about Asana:
Pros:
Cons:
If you are looking for a free plan that allows you to manage projects for a small team, Asana might be the right choice for you. Even small teams can take advantage of the functionalities Asana provides, which include unlimited tasks, projects and messages; list, board and calendar views; and 100 free integrations with apps of your choice. 
It offers features for long-term and short-term tasks. The workload view has a self-generating progress meter that lets you quickly identify who is doing what and determine whether employees are working too much or too little.
The software also offers dashboards for a simplified overview, project reports and customizable charts, as well as more user management and timeline options.
Task automation allows you to set rules for your tasks, so actions are automatically taken when something happens (such as a team member commenting on a post). When your automations work, you can get updates through email or mobile notifications. The third-party integrations are useful, too.
With just one click, you can connect your project management tool to Gmail, Salesforce, Dropbox and more.
While Asana provides a solid set of project management features in the free plan, some of its more useful features are locked behind its paid plans. However, the free plan does provide up to 15 users with a calendar view and unlimited tasks and projects. You can start with a 30-day free trial to test the paid plans.
Check out our Asana review to learn more.
More details about Freedcamp:
Pros:
Cons:
Freedcamp is another great, affordable option, offering a range of plans focusing on workflow automation. It is user-friendly and lets you view and manage multiple projects easily through its “projects” tab. 
Freedcamp also makes sure you can access your data at any time with its sync feature, which means you can work on projects across multiple devices. Freedcamp offers a free plan with no user cap, making it an ideal choice for startups with large teams.
However, if you want features like Gantt charts, you need to opt for a Business plan. While this plan provides top project management features, it’s still just good. Competitors like TeamGantt take a way better approach.
Freedcamp’s calendar integrates a timeline feature with the standard calendar that most project management applications offer. You may get an excellent overview of how your week or month is going with this handy tool. If you want to opt for the paid plans and use Google Workspace extensively, you can also leverage the Google Calendar Sync. 
In addition to these, Freedcamp provides a number of free integrations and add-ons, like basic password managers, time-tracking tools for projects, milestone setting tools and tools for integrating communications.
Freedcamp offers free and cheap paid plans. One huge plus in the free plan is unlimited users, projects and storage. The more advanced paid plans add features like the wiki, issue tracker and reports. The 14-day free trial lets you try them. You can sneak a peek at our Freedcamp review to get a deeper insight.
More details about Trello:
Pros:
Cons:
Trello offers you the best kanban tool you can get from a project management software with a free plan. The platform lets you manage simple and complex tasks and acts as a hub for project management strategies. It offers a clean visual overview of projects, organized through a board and card-based approach that can help you monitor their progress at a glance.
Each card on Trello’s kanban board represents a job and may be customized with a variety of items. You can add as many columns as you like. That combined with a seamless user experience makes this a tool any startup can pick up immediately.
Trello is user-friendly and straightforward, and the free plan is sufficient for tiny teams that can get by with kanban-based graphic styles. It allows for unlimited integrations and power-ups, allowing you to use it as the central hub for all of your project management techniques.
However, without any of these power-ups enabled, Trello’s usefulness is limited to personal to-do lists and collaborating on projects within an organization. Its core strengths lie in its integrations. 
Trello’s free plan is a good option for startups to kick off with, as it offers unlimited users and integrations. However, there’s a limit of 10 boards per workspace and a 10MB file size upload limit, so those who want to scale should opt for the paid plans.
Read more in this Trello review. 
More details about Wrike:
Pros:
Cons:
Wrike is an easy-to-use, reasonably priced project management solution that does a fantastic job of combining several essential skills, making it a solid choice for both small- and large-scale teams. It accomplishes this using built-in integrations and its own add-ons (which other applications, like Trello, don’t offer).
The add-ons for Wrike may be added one at a time, but there are also bundles aimed at specific user categories, like marketing teams and professional services (it’s one of the best project management tools for marketing). While it offers a good free plan, features like two-factor authentication are hidden behind its highest-tier paywall.
Other features like calendar and Gantt charts — which are even in the free plans offered by its competitors — are a paid feature with Wrike.
Wrike is a full-suite project management software for a range of use cases, like task management, file management and reporting. If you’re willing to pay, you can even make use of resource scheduling and time tracking. 
The way it works is simple: The user inputs data in the preferred format and Wrike takes care of organizing everything. Custom-made templates are also available to account admins on the paid plans for creating workflows or setting up automation features.
You get access to the interactive board, spreadsheet views and live activity feeds with Wrike’s free plan. You’ll need to subscribe to one of its paid plans if you want to use the interactive Gantt charts. To find out more, read our Wrike review.
More details about TeamGantt:
Pros:
Cons:
As the name suggests, TeamGantt focuses on Gantt charts and is one of the best Gantt tools in the market. If Gantt charts are your go-to tool for project management, you can use this software to create them for free.
Due to its niche focus, TeamGantt offers few other features compared to competitors. It only offers kanban boards as an alternative view, available on the paid plan. Its limited views means it might lack the scope some startup teams might be looking for.
However, TeamGantt does integrate with Trello, Dropbox and Slack, expanding its functionality to some extent through these third-party apps. 
TeamGantt has an intuitive system that lets you reorganize your projects with the click of a button, so you can adapt to new or unexpected changes when they happen. Its drag-and-drop function gives you the power to reorder tasks, view task dependencies and change milestones within your Gantt charts.
With other project management tools, it’s not as easy and subtask creation is required. Hence, the user-friendly interface makes TeamGantt optimal for first-time Gantt chart users.
You must choose one of the subscription plans if you want to use more than one Gantt chart. With the free plan, you are only allowed one project manager and two collaborators, and your project can only have up to 60 tasks at a given time.
Read our TeamGantt review to learn more.
More details about Basecamp:
Pros:
Cons:
Basecamp is more of a communication app than a project management tool. This means it helps improve collaboration, and in turn, keeps project management in check for managers. As a communication-focused tool, Basecamp lets you manage and track each team member’s day with exceptional two-way communication.
However, it lacks project management-specific features, like the kanban boards and Gantt charts Asana and monday.com offer. Basecamp scales communication effectively and makes it simple to monitor daily tasks and schedules.
It offers communication tools, such as message boards and to-dos, that teams can use to discuss issues and track progress.
Basecamp can segment your work into projects and break down project elements into facets like participants, conversations, documents, files, tasks, crucial dates and more. Each element can integrate with features like “schedule” (a calendar similar to any other) and “campfire” (a message board for casual conversation available on Basecamp 3).
Basecamp offers an “automatic check-ins” feature. This automates the stand-up meetings used in agile workplaces or the brief emails a manager might send to check in with their team. Basecamp also enables you to run a fast poll rather than calling the team together for a few brief updates on the status of their work.
Basecamp offers two simple plans: one free and one paid. The free plan offers up to three projects, 20 users, and 1GB of storage space. The business plan is a one-time paid version with unlimited access to projects, users and clients. Check out our Basecamp review for more details.
More details about Jira:
Pros:
Cons:
Jira, Atlassian’s issue-management tool, has a lot to offer a tech startup or software development team. Small teams can use it to track progress on their projects and communicate with each other. Jira is most effective for software development teams who actively use Agile methodology. However, it has limited flexibility beyond this. 
You can add fields to your “issues” (tasks) to capture everything from the status of your projects (in progress, waiting for someone else’s input, etc.) to what information you need for certain tasks (file attachments, notes from meetings and more). 
Thanks to the vast number of paid integrations that it supports on the Atlassian Marketplace — such as Slack, Gantt charts, extra views, a bug-tracking tool and other useful task management apps — Jira can still be adopted for startups outside the tech space that also use agile practices.
It’s worth noting, though, that some of these integrations require payment.
Jira is easy to navigate, with a simple user interface and an extensive knowledgebase that has tutorials for new users. You can move quickly between screens thanks to its uncomplicated layout. Admittedly, it comes with a learning curve due to the unique technical jargon it uses.
You can check out Jira’s glossary to familiarize yourself. Once you get the hang of it, it’s one of the simplest tools out there. 
Jira is free if all you want to do is keep track of your most recent project tasks. However, paid plans offer some useful bonuses, such as advanced dependency management, global and multi-project automations and unlimited storage.
For small software development teams looking for an Agile-focused solution, Jira is a fantastic option, but be aware that the number of users you can have on this plan is capped at 10. Read our Jira review for more.
More details about nTask:
Pros:
Cons:
nTask is one of the cheapest project management software solutions and offers the most value for money. It focuses on the main features of task management and delivers a user-friendly experience. You can assign tasks, track your task status and more.
Due to its solid foundation and flexible pricing, nTask is a solid choice for startups. It also offers project management views like Gantt charts, time tracking, kanban boards and more. It’s also worth noting that except for the time tracking feature, the others are not available in the free plan. 
nTask combines the main elements of project management software with task management features. You can visualize tasks in relation to one another using the Gantt chart, which also has special capabilities like critical path analysis and risk assessment.
nTask also makes it easier to assign urgent tasks to users and manage task history, all in one place. 
nTask offers a free plan called the Basic Plan which is free forever for up to 5 users, offering unlimited tasks and access to meetings. The difference between the paid plans is their storage limits, with Premium offering 5GB and Business at 10GB. You can give the seven-day free trial a shot before signing up for a paid plan.
Read more about nTask in our nTask review.
Most startups have stricter budgets and a finance-conscious approach. This makes free project management software like monday.com, ClickUp, Asana and Freedcamp a good match. Read our ClickUp vs Asana comparison guide to learn how the project management tools compare.  
However, the other options in this post are also worth considering. It’s important you first define your needs and determine what you expect. The best software for you must fit within your budget and cover all the essentials for your startup’s day-to-day needs.
What is your favorite project management software for small business? Are you using one that isn’t covered in this list, but you feel deserves a shout-out? Let us know in the comments. As always, thank you for reading. 

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Solutions Review’s listing of the best data governance tools for financial services is an annual mashup of products that best represent current market conditions, according to the crowd. Vendors are assessed if they have a dedicated offering designed for professionals in this industry.
The editors at Solutions Review have developed this resource to assist buyers in search of the best data governance tools for financial services to fit the needs of their organization and use case. Choosing the right vendor and solution can be a complicated process — one that requires in-depth research and often comes down to more than just the solution and its technical capabilities. To make your search a little easier, we’ve profiled the best data governance tools for financial services providers all in one place. We’ve also included links to each company’s industry-specific product page so you can learn more.
Note: The best data governance tools for financial services are listed in alphabetical order.

Alation Data Catalog helps you find, understand, and govern all enterprise data through a single pane of glass. The product uses machine learning to index and make discoverable a wide variety of data sources including relational databases, cloud data lakes, and file systems. Alation democratizes data to deliver quick access alongside metadata to guide compliant, intelligent data usage with vital context. Conversations and wiki-like articles capture knowledge and guide newcomers to the appropriate subject-matter expert. The intelligent SQL editor empowers users to query in natural language, surfacing recommendations, compliance flags, and relevant policies as users query.

ASG Technologies offers a data intelligence platform that can discover data from more than 220 traditional and big data sources. The tool features automated data tagging by pattern matching, integration of reference data, and enriched metrics. Automated business linage allows users to better understand their data, and governance capabilities include those for tracing data in the data lake and traditional sources. ASG’s EDI product offers an impressive capabilities portfolio, with reference customers touting the vendor’s support for a variety of business use cases.

Ataccama ONE is a comprehensive data management and governance platform that also includes master data management and data quality capabilities. The solution touts a machine learning-centric user interface, as well as a data processing engine that is responsible for data transformations, evaluating business rules, and matching and merging rules. The platform supports any data, domain, and a variety of integrations.

Collibra’s Data Dictionary documents an organization’s technical metadata and how it is used. It describes the structure of a piece of data, its relationship to other data, and its origin, format, and use. The solution serves as a searchable repository for users who need to understand how and where data is stored and how it can be used. Users can also document roles and responsibilities and utilize workflows to define and map data. Collibra is unique because the product was built with business end-users in mind.

Egnyte offers content security, compliance, and collaboration solutions that govern an organization’s files regardless of where they reside. The product features a variety of user access capabilities, lifecycle management, data security, compliance, business process management, and API integration via a unified solution. Information governance functionality includes locating valuable and sensitive data, compliance automation, and more. Egnyte also touts granular policy controls for remote work and modernizing file systems.

Description: IBM has data management products for virtually every enterprise use case. Its products can be deployed in any environment, and partnerships with some of the other top names in the marketplace make it an even more intriguing option for organizations with large workloads and expansive data jobs. IBM also offers its Informix database that can integrate SQL, NoSQL/JSON, time series, and spatial data.

Immuta’s automated data governance platform lets users discover and access data through a dedicated data catalog. The product features an intuitive policy builder that provides author policies in plain English, without code so security leaders can write policies across any data. Immuta also enables compliant collaboration via projects, controlled workspaces where users can share data. When users switch projects, they assume the right permissions and controls. Immuta runs as a containerized solution on-prem, in the cloud or via a hybrid model.

Informatica Axon Data Governance is an integrated and automated data governance solution that enables quick access to curated data. The product ensures teams can find, access, and understand the data they need via a curated marketplace. Axon also enables data dictionary development for a consistent source of business context across multiple tools. Users can visualize data lineage, automatically measure data quality, and ensure data privacy with this solution as well.

Oracle Enterprise Metadata Management is a metadata management platform that can harvest and catalog metadata from any provider. The product allows for interactive searching and browsing of the metadata as well as providing data lineage, impact analysis, semantic definition, and semantic usage analysis for any metadata asset within the catalog. Oracle Enterprise Metadata Management also touts advanced algorithms that stitch together metadata assets from each of the providers.

Precisely’s data governance solution, Data360 Govern, is an end-to-end enterprise data governance, catalog, and metadata management solution that aims to give businesses confidence in the quality, value, and trustworthiness of their data. Data360 Govern works with Data360 DQ+, Spectrum Quality, and Trillium Quality to improve the quality of metadata and transactional data for enhanced business decisions.

SAP offers enterprise MDM functionality through its SAP Master Data Governance product. The solution can be deployed on-prem or in the cloud and enables users to consolidate and centrally govern master data. SAP includes support for all master data domains and implementation styles, pre-built data models, business rules, workflow, and user interfaces. Master Data Governance also lets you define, validate, and monitor your established business rules to confirm master data readiness and analyze the performance of data management.

Talend Data Catalog automatically crawls, profiles, organizes, links, and enriches metadata. Up to 80 percent of information associated with the data is documented automatically and kept up-to-date through smart relationships and machine learning. Data Catalog key features include faceted search, data sampling, semantic discovery. categorization, and auto-profiling. The tool also includes social curation and data relationship discovery and certification, as well as a suite of design and productivity tools.

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Database management systems allow us to organize our data to easily find the information we need when we need it, even if the data doesn’t have any sort of order on its own. These systems are essential tools in today’s technological world, powering large and small businesses alike with their ability to store data and retrieve it when needed.
Table of Contents
A database management system (DBMS) is software that provides methods to create, manage, and access a large volume of data.  These applications help automate processes such as adding new entries, modifying existing entries, and deleting entries when necessary. 
Database management systems also serve to help users find information more quickly and efficiently. Users no longer need to spend time looking through hundreds of documents one at a time—they can now see what they’re looking for with just a few clicks.
Read more on Datamation: Current Database Trends & Applications
The primary function of a database management system is to provide users with access to stored data. Therefore, a DBMS must allow users to add new information, modify existing information, and delete old data. 
In addition, a DBMS must ensure that only authorized users have access to any given piece of information. For a DBMS to perform these functions, it needs structure and organization that allows users to retrieve specific types of data based on certain criteria. 
For example, if users wanted all accounts associated with customers who live in New York City, they could simply enter “New York” into a search field and return all matching records from the table. Once a database has been organized according to the organization’s specific needs, developers can begin creating applications around it. 
The fundamental concepts and features of a DBMS include data models, query languages, file organization and indexing, normalization, candidate keys, and key fields.
A data model is an abstract representation of a database system. It is used to design and implement a database or define its schema—the structure and organization of how data is physically stored. 
Data models are designed using a methodology called conceptual modeling. However, most data models are based on at least one formal model, such as entity-relationship modeling. 
Just as programming languages are used to create software applications, DBMSs have their own specific languages which database administrators use to create databases. They’re generally called query languages, and they allow users to search and manipulate data stored in databases. The most commonly used query language is structured query language (SQL). 
SQL is the standard language for database management and there are five widely used SQL sub-languages, they include:
Other query languages include NoSQL and XQuery. Each query language has its own syntax and capabilities, but they all follow similar principles. Each allows you to retrieve data from a database table or view, modify it if necessary, add new records to an existing table or view, and remove unwanted records. 
Database file organization is required for better storage space utilization, reduction in access time, and faster retrieval. 
The two levels of database files are index files and data files. Index files contain indexing structures that define data locations for faster retrieval when searching for specific records within a table structure. Indexing structures in DBMS include B-tree and other types of balanced trees, hash tables, bitmaps, etc. Data files store both fixed-length records and variable-length records.
Normalization is a process that eliminates redundant data and ensures that relationships between different records in a database make sense. Normalizing data in a database involves breaking down related tables into multiple tables based on business rules. Breaking up related tables into separate entities allows us to store data in more efficient ways while also helping to ensure consistency across multiple tables. This separation also makes updates easier and more reliable.
Normalization is an important part of designing database schemas because it helps to prevent data redundancy and avoidable issues like database corruption. Additionally, it helps make databases easier to update and improves query performance.
In a Relational database, the candidate key is a condition for defining a relationship between two or more tables. The candidate keys must be included in each table that refers to them. A candidate key is generally composed of unique attributes and contains values that never change during data storage. They help define groups. 
A key field or primary key is a unique identifier for each row in a database table. A table can only have one, and a primary key must be unique across all tables and views. Primary keys are sometimes called natural keys or auto-incrementing fields. The value in a primary key is automatically incremented by 1 for every new record added to that table. 
The most common types of database management systems include relational, distributed, hierarchical, client-server, and network models.
The relational database management system (RDBMS) is a database model that organizes data in tables. Each table consists of rows and columns with cells containing data items, also called fields. 
An RDBMS provides facilities for defining, storing, retrieving, and modifying structured information. Structured data can be stored in multiple ways, such as lists, files, or documents; however, it is often stored within an RDBMS as a collection of interrelated tables. 
​​A distributed database is a collection of logically linked databases that appear to users as a single, integrated database. The information within these individual databases may be physically stored in different locations across a network, but it seems part of one unified whole.  
This allows for greater flexibility and scalability when dealing with large amounts of data. Distributed database management systems allow multiple computers or nodes to access shared data simultaneously, often over a common network. Each node can update its copy of data while other nodes have access to all copies at once.  
A hierarchical database is a type of database in which each record has a set of fields and values organized into levels and sub-levels. Hierarchical databases store information by separating it into related groups called sets. 
The highest level, also known as the root, contains all available information. As you move down to lower levels, more specific subsets appear. The number of records at each level reflects the amount of detail about each item. 
A client-server database is a particular model wherein the database resides on a server, and users access it from their workstations. This configuration allows for multiple users to access data simultaneously and means that there are fewer servers for companies to maintain. 
It’s important to note that a client-server database can be centralized or decentralized. Centralized systems have all information stored in one place, while decentralized systems allow different parts of an organization to keep their databases separate.
A network database model is based on a network data model that allows each record to have multiple parents and multiple child records. Network databases enable users to build a flexible model in which entities can be related in many different ways.
A DBMS can help organizations achieve greater efficiency in their operations by more effectively managing data across multiple applications, including different departments within an organization. Database management systems also help companies avoid information redundancy by consolidating various sources of data. The better a company can manage its data, the more easily it can adapt to changing market conditions and make well-informed business decisions. 
Data storage and management are critical aspects of any business operation. Therefore, businesses need effective tools for storing and managing the data they can use across all facets of their organization. With a robust DBMS, companies have more control over how they store, access, share, and secure data; as a result, they benefit from increased organizational productivity while reducing costs related to IT infrastructure maintenance.
Also read: Best Data Modeling Tools
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Open Access Government interviews Steve Russell, Chief Technology Officer at GovOS to find out more about the digital transformation of local government.
Russell discusses the specific types of digital services available and the benefits and drawbacks of these digital solutions.
With the demand for digital government services rising sharply in recent years, many agencies are turning to software solutions to bring their community’s most essential services online. Lately, we’ve seen a growing interest in transitioning the marriage licensing process to a digital service that allows citizens to apply for and receive a marriage certificate online. In states that allow it, many counties also intend to transition away from requiring couples to appear in-person to complete the process.
Other examples include a range of licensing services such as business licensing, short-term rental licensing, liquor licensing, etc. as well as local and state tax remittance operations.
As the transition to digital services continues to gain traction, governments are gradually but determinedly moving from on-premise storage solutions to cloud-based solutions. This is due in large part to efforts to address growing concerns related to disaster preparedness, cyberattacks and a general need to do more with fewer resources.
The first and arguably most impactful benefit is cloud service providers’ security and encryption features. Moving records to servers hosted by AWS, for example, means they are now protected by the same level of security that is provided to the federal government. On top of the features provided, governments benefit from the continued investment and re-investment in the backup of those systems, and the staff that they employ to safeguard your data. Essentially local governments level up every aspect of their system without having to invest more time, money and resources.
The second benefit is making records management accessible. Considering just how many records governments are responsible for creating, managing, and distributing, and how quickly citizens may expect their requests for documents to be fulfilled, it’s not hard to imagine how much governments struggle with making records management accessible.
Digital records can be viewed on any device at any time and can be shared with multiple recipients at the same time (as opposed to a paper copy that must be passed back and forth). And, digital records allow governments to apply metadata that makes documents instantly searchable by their record type, cutting the time spent searching for a specific document down to seconds. Digital records can also be accessed faster by using saved searches to locate the most searched-for records.
The third benefit is audit preparedness. With digital records, governments can monitor system events such as when documents are created or disposed of when passwords change, and when users log in and out. They can use this information to generate audit reports that detail which users changed in a system and when.
The final benefit I’ll mention pertains to document retention. Governments constantly wrestle with how long specific records should be kept on file and what should be done with them once they reach that point. Do they need to be moved to a new folder, recategorised, disposed of, or something else? A wide range of record retention schedules exists for different types of records, making it hard to keep track of what needs to be done with which documents and when.
A digital document management system can enforce consistent policies throughout the entire records system and can auto-file newly created records, set schedules for retaining, transferring, archiving, or destroying records, and group records based on their retention schedule. This saves time and eliminates much of the human error that can result in inconsistent retention enforcement.
We’re continually blown away by the work that Bexar County Clerk Lucy Adame-Clark and her team is doing in Texas. Last year they were awarded the 2021 International Association of Government Officials (iGO) Innovator of the Year Award for their “Records on the Run” program, which combines GovOS software as well as Kofile preservation, imaging and indexing services. It’s a truly unique program that reduces foot traffic in government offices while making data more accessible using a mobile unit to bring these services directly to citizens. This is an initiative that both improves people’s lives and ensures their safety and well-being.
The mobile records unit, which was the first in the state of Texas, enables almost everything that can be done inside the county courthouse with the clerk’s office to be done from the truck. This means people can conduct business with the local government, even if government buildings must shut down, and it could be instrumental in helping the county get through the next major natural disaster or pandemic.
The mobile records unit offers its mobile services throughout the City of San Antonio, suburban cities and communities within Bexar County. The mobile unit services that will be offered include recording a military discharge record (DD-214), registering an assumed business name/DBA, and researching real property records, among many other services.
The first biggest challenge is making the information stored in records accessible to the public. It’s great to have all of your vital records and/or land records back to the 1700s scanned and indexed and available in the cloud. But that information is worthless if the people who need it can’t find what they’re looking for.
The second biggest challenge is agreeing on internal access to records being stored. Digital records can be easily overwritten or altered by employees if the government agency doesn’t identify the original person responsible for the record it produced. Governments need to define their hierarchy of access or cybersecurity procedure, and this requires significant legwork to account for all stakeholders in the organisation.
The third and perhaps biggest challenge is the lack of consistent guidance provided to agencies regarding procedures to guide digital records creation. Too often the documentation used to guide digitisation focuses more on how an application should be installed and less on how records are collected, stored and shared. Going digital is a chance to build good recordkeeping practices into new systems and set an agency up for long-term success with records management. Sadly, many systems are designed with no recordkeeping requirements, which leads to the loss of valuable records that protect the rights of citizens, provide evidence of government accountability and document specific and significant government historical events.
Solving for accessibility can be as simple as choosing a software provider with a powerful search engine, ideally one that can search text strings as well as scanned images.
Solving for records access again can come down to choosing a platform with an internal audit module, version control and user tracking.
For better recordkeeping procedures, local governments need to involve the records manager and other key stakeholders early in the process and give them a seat at the decision-makers table. This will help to ensure the creation of long-term systems and rules that will dictate how records are captured and maintained, and who will have access to them both internally and externally.
Interview with Steve Russell, Chief Technology Officer, GovOS
Steve brings more than 30 years of experience in software development and technology innovation to GovOS. Prior to joining the company in 2015, Steve led development and product teams for OpenText, Lucent Technologies, Global360, Mosaix, and IBM where he started his career. He is passionate about technology and how to use it to address the challenges and opportunities faced by local government. A native of Massachusetts, Steve, his wife and two boys currently reside on the west coast.
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As more companies embrace digital transformation, many are turning to cloud-based document management to store important documents and files. Digitizing your document workflows with cloud computing can greatly improve your business’s efficiency, save you money on file storage and make it easier for your business to grow.
This article will explain what cloud document management is, if it’s a secure way to store files, and how you can implement a cloud-based service in your organization.
To understand cloud-based document management, you must first know what document management is – the use of a computer system and software to store, manage and track digital documents. Document management systems make it simple to organize files by automating storage, providing collaboration tools, and indexing documents by type so that anyone in your organization can access any document anytime.
Cloud document management builds on this existing system by storing all files in the cloud, making them even more secure and easier to access. Your data is stored, managed and processed using a network of remote servers hosted online rather than on your computer or local server. A main benefit of cloud-based document management is that businesses get all the advantages of digital storage without investing in IT hardware.
 
Editor’s note: Looking for a document management system for your business? Fill out the questionnaire below to have our vendor partners contact you about your needs.
There are many benefits to cloud storage, primarily that it eliminates the need for your business to invest in hardware and related costs to securely manage your files. Cloud document management is generally budget-friendly, with no large upfront costs, and requires little management on your part for it to run smoothly.
It also allows you and your employees to access it at any time, from any device, and runs backups automatically in the cloud, ensuring that your files are always available. With seamless scaling architecture, your cloud-based document management system will easily grow (or shrink) along with your business.
The main downside of cloud document management is that you are dependent on your provider to keep your system up and running. If the provider has an issue with its data center, you could be prevented from accessing your files, and there really isn’t much you could do about it.
Access to your files is also dependent on an internet connection. If you have limited, insecure or unreliable Wi-Fi, a cloud solution may not be right for you.
Overall, and particularly in recent years as cloud storage has taken off, storing data and files in the cloud is a safe and secure method. There are some concerns about it, though, including the following.
However, most cloud document storage providers have taken measures to address and eliminate these concerns from their products, making cloud document storage safe and secure as long as you take the proper precautions. A reputable cloud-based document storage provider will offer the following features to keep your documents safe:
These are the steps you can take to keep your data more secure in the cloud.
When you’re deciding on a provider for your cloud document storage, research multiple companies. Read user reviews to see if the company has a good reputation, and see what security measures it has in place to protect your information.
Encryption is one of the best ways to protect your data in the cloud. An easy way to utilize it is to have your browser or app require an encrypted connection before allowing you to upload or download your data. Look for “https” or a padlock symbol to the left of the URL in your web browser.
You should also see if the provider encrypts data stored in the cloud. Unencrypted stored data is accessible to anyone, so if you keep sensitive files such as legal documents or medical information as part of your business, you’ll want a provider that encrypts stored files.
Another common security measure for cloud-based document management is access control, which allows a moderator to determine who in the organization has access to which documents. This ensures that each document is only shared with the people who are meant to see it.
The software can even track document versions, where the document is saved and who the file has been shared with. An audit trail tracks what changes are made to a digital document to further protect the integrity of the information.
It is your responsibility to understand exactly how access control works under each individual provider so that you can effectively plan how you will use it.
If your provider offers password protection, take full advantage and use strong passwords that you don’t use anywhere else, such as your email or Facebook account. Keep your passwords secret, and change them every so often if you can.
Though some cloud document management services offer automatic backups of your data, it’s a good idea to do your own backups as an extra security measure. You can back up your data to another storage provider or your own external hard drive.
There are many options for cloud-based document storage, all with different feature selections and price points. It can be overwhelming at first to determine which service is best for you. Start by taking inventory of your files and data, and make a list of the features you’d like your cloud document storage service to have, in order of priority.
You can then begin your research and narrow your options down from there. To help you with this process, here are our best picks for document management services that offer cloud storage:

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If attorneys aren’t sending emails, they’re probably drafting documents. 
But there’s a lot that technology can do to help — from document assembly to document management. 
In this episode of the Non-Eventcast, we brought on a couple of guests to discuss how attorneys can modernize their approaches to document management: Adrian Bailey of DocStyle and Arman Samani of MyCase. 
It seems like you can’t have a legal technology podcast these days without addressing all of the acquisitions happening across the legal landscape — so, we started there (7:03). Next, we discussed formatting and style options, and why it never pays to use comic sans (9:56). 
Later, we addressed the movement from desktop, or legacy, document platforms to cloud-based services, which has been slower in document management, than in other product categories (17:23). Last but not least, we discussed what a truly integrated experience looks like for document management in a modern law firm (24:49).
Document management in the cloud is real, and it’s spectacular. Tune in to this episode of the Non-Eventcast to gain a better understanding of the tools and options now accessible to law firms in the document management space.
And, if you’re looking to toss all those old redwelds out the window, download our Buyer’s Guide below to see how easy this can be! 

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