infoRouter's document management features cover the whole life of a document in one system: capturing it from email, scanners and file shares, organizing it in Libraries and folders with custom properties, finding it with full-text and metadata search, controlling its versions, securing it with permissions and audit trails, and keeping it for as long as your rules require. Version control, audit trails, full-text search and document capture come with every license. Workflow, the Compliance module (retention, disposition and legal holds), Anonymous Access and infoRouter Connect are optional modules, licensed separately, and all of them are included in the guided trial.
Most organizations end up with a scanner tool, a shared drive, an email inbox and a spreadsheet tracking approvals. Documents need one system from the moment they arrive until the day they can be destroyed. Every feature below exists because a real customer needed it, and most have been refined over 25+ years of production use.
Find It: Capture and Organize
Capture
- Email Scanner. Watches Microsoft 365, Gmail, IMAP and POP3 mailboxes and files incoming messages and attachments into infoRouter folders.
- Hot Folders. Watches file system directories and imports new documents. Works with scanning workstations, automated processes, and any application that outputs files.
- Scan Station. Dedicated scanning tool for operators processing paper documents into infoRouter with indexing and metadata assignment.
- MS Office Add-ins. Save documents directly from Word, Excel, PowerPoint, and Outlook into infoRouter without leaving the application.
- WebDAV. Access infoRouter folders through Windows Explorer. Drag and drop files as if they were on a network drive.
- Bulk import and export. Drag whole folder trees into infoRouter in the browser, with your original organization kept, and download folders as a zip file.
Organize
- Smart Folders. Enforce folder-level rules that control which document types are allowed, whether check-out is permitted, and how metadata is captured on upload.
- Custom Property Sets. Define metadata fields specific to your organization: project number, client name, invoice amount, document type. Search and filter by any property.
- Form Templates. Create structured documents using HTML form templates. Users fill in fields; infoRouter produces formatted output. No design skills required.
Find
- Full-Text Indexing. Find documents by what is inside them, not just by filename. Content indexing covers Word, Excel, PDF, email, and dozens of other formats.
- Multi-Layer Recycle Bin. Deleted documents are recoverable without restoring from backups. Multiple layers of protection prevent accidental permanent loss.
Trust It: Act, Read and Protect
Act
- Workflow Engine (licensed separately). Route documents for review, approval, or action based on rules you define once. Approvers are notified, deadlines are tracked, and every step is recorded.
- Version Control. Check-in/check-out locks documents during editing. Every version is numbered, timestamped, and attributed to an author. Prior versions are always accessible.
- Collaboration Tools. Share documents with internal teams and external partners. Subscription notifications keep stakeholders informed when documents change. Sharing with people who have no account needs Anonymous Access (licensed separately).
- Notifications and Reporting. Subscribe to document or folder events. Get notified when documents change, receive approval, or require review.
Read: infoRouter Connect (licensed separately)
- infoRouter Connect reads documents as they arrive. It runs OCR on scanned PDFs and stores the text with each document, so every word is searchable (no AI service involved), sets each document's Document Type, writes a brief description, an abstract, a summary and keywords, and extracts data into Custom Properties such as invoice number, total and due date. It can also list contract obligations and produce redacted copies.
- The sensitive values it detects are replaced with placeholders before any text leaves your network, and only that redacted text, never the original document, goes to the AI provider you choose: Anthropic, OpenAI, Azure OpenAI, Google Gemini or a self-hosted model.
Protect
- Folder-Level Permissions. Assign read, write, and administrative rights at the folder, Library, or individual document level.
- LDAP / Active Directory Integration. Synchronize users and groups automatically. Maintain a single set of credentials across systems.
- Windows Authentication. Users authenticate with their existing Windows credentials. No separate login required.
- Google and Microsoft Sign-In. Users sign in with their Google or Microsoft 365 account through OAuth. No separate infoRouter password.
Prove It: Retain and Record
- Retention and Disposition Schedules (Compliance module, licensed separately). Define how long each kind of record must be kept and what happens when the retention period expires. infoRouter records what was deleted, when and under which rule.
- Records Management (Compliance module, licensed separately). Compliant with DoD 5015.2 guidelines. Handles incoming records classification, routing, and lifecycle management.
- ISO Document Control (Compliance module, licensed separately). Recurring review workflows, version-controlled procedures, and approval tracking for ISO 9001 and other standards.
- Regulatory Support. Features that support compliance with SOX, HIPAA, GDPR, FINRA, 21 CFR Part 11, and government records legislation.
Share and Integrate
- Document Libraries. Isolated workspaces for departments, projects, or external partners. Each Library has its own membership, security, and folder structure.
- Portal Management. Build branded portals for internal teams or external clients. Control exactly what content each audience can access. Portals open to visitors without an account need Anonymous Access (licensed separately).
- Web Services API. Connect infoRouter to CRM, ERP, or any system that needs to read, write, or route documents programmatically.
- Multi-Language Support. Interface available in multiple languages for global deployments.
One vendor, one system, one support contract.
Frequently Asked Questions
- Can infoRouter integrate with our existing systems like CRM or ERP?
- Yes. infoRouter provides a Web Services API that lets you connect it to CRM, ERP, or any system that needs to read, write, or route documents programmatically.
- Does infoRouter support regulatory compliance requirements like HIPAA or SOX?
- Yes. infoRouter includes features that support compliance with SOX, HIPAA, GDPR, FINRA, 21 CFR Part 11, and government records legislation. It also supports DoD 5015.2 guidelines for records management.
- How does version control work in infoRouter?
- infoRouter uses a check-in/check-out system that locks documents during editing. Every version is numbered, timestamped, and attributed to an author. All prior versions remain accessible.
- Can we migrate documents from a file server or SharePoint into infoRouter?
- Yes. Bulk import in the browser lets you drag existing folder structures and documents into infoRouter, preserving your original organization.
- How long has infoRouter been in production?
- infoRouter has been in production since 1998, for teams of 10 to organizations of 10,000+ users. Most features have been refined over 25+ years of production use.
See Every Feature in Action
If you're comparing systems feature by feature, a guided infoRouter trial is the right next step. We set up an evaluation with you, in the cloud or on your own server, including the separately licensed modules you want to test.