Document Locator Review 2026 - Features, Pricing & Deals

Document Locator is an enterprise document management system that helps businesses organize and control their information directly within Microsoft Windows. The software integrates with Windows Explorer and Microsoft Office, so teams manage documents where they already work.

Users can find files through full-text search, control document versions, and automate workflows for approvals and routing. The system includes security features and audit tracking to maintain compliance standards. Teams can access files from the desktop or through a web browser.

The platform offers both cloud-hosted and on-premise deployment. On-site pricing starts at $22 per user monthly for a 15-user system, while hosted pricing is $53 per user monthly. The software includes paperless scanning, electronic forms processing, and email integration.

The system helps prevent duplicate files, maintains audit trails, and automates document control processes. Small teams and large enterprises use it to reduce manual filing tasks.

• Advanced Document Search: Locate documents using instant search, full-text indexing, and customizable search options that find files in seconds.
• Version Tracking: Capture and manage document changes with check-in/check-out functionality and version history, allowing retrieval of previous document iterations and maintaining an audit trail.
• Automated Workflows: Create customizable workflows for document routing and approvals that reduce manual tasks and move work across departments.
• Digital Document Conversion: Transform paper documents into searchable digital files through scanning and imaging, integrate electronic forms, and manage email documents through Outlook integration.
• Enterprise-Grade Security: Protect information with Microsoft NT security model, granular user permissions, and audit logging to meet compliance requirements for ISO, FDA, and HIPAA.
• Remote Access: Access your documents from anywhere using web and mobile interfaces, with the hosted version running on Microsoft Azure with SOC2 Type II security certification.
• Reporting Tools: Generate reports and usage metrics that help organizations make decisions about document management.
• Third-Party Integrations: Connect with tools like Acrobat Sign, DocuSign, AutoCAD, and Salesforce to work with documents across your existing business systems.

• On-site pricing starts at $22 per user per month for 15 or more users, with additional savings as you add more users.
• Hosted pricing is $53 per user per month for 15 or more users, with the system maintained through Microsoft Azure hosting and reduced technology overhead.
• Both options include web and mobile access configurations, with the hosted version providing online maintenance and support.
• Implementation and training services are priced separately and require a custom quote from ColumbiaSoft directly.

Document Locator plugs right into your Microsoft Windows and Office apps. You'll see it inside Windows Explorer as an added panel, and it shows up in Word, Excel, and Outlook too. You can save, find, and work with your files without switching between programs. When you save a document in Word, you can add details like project numbers or client names that make it easy to find later. It works in the same Microsoft tools you already use every day.

Document Locator keeps track of who did what and when. It stores different versions of files with check-in/check-out controls so you can go back to earlier drafts if needed. You can set up automatic workflows that route documents to the right people for approval. The search is more powerful with full-text indexing - you can search inside the content of files, not just by filename. You get security controls that let you decide exactly who can view, edit, or delete specific documents. Network folders can't do these things without a lot of extra work.

Yes. Document Locator gives you web and mobile access to your files from anywhere with an internet connection. You can view, edit, and work with your documents through a secure web browser whether you're at home, traveling, or at a client site. The hosted version runs on Microsoft Azure with SOC2 Type II security certification. If you need to share documents with people outside your company, you can do that without giving them full access to your system.

Getting started with Document Locator takes planning and time. You'll need to think about how you want to organize your files and what information (metadata) you want to track using the Document Profiler feature. The company provides implementation services to help with setup, and users say the support team is responsive. There is a learning curve for new users, but most people find it intuitive once they understand the basics. The system can be hosted online through Microsoft Azure or installed on your own servers.

Document Locator includes several features that help with regulatory compliance for standards like ISO, FDA, and HIPAA. The system creates audit trails that show who accessed or changed documents and when. You can set up automatic document retention policies to keep files for the required time periods. Version control with check-in/check-out prevents accidental overwrites of important documents. For industries with specific requirements like healthcare or finance, you can create custom workflows that enforce your approval processes. The hosted version runs on Microsoft Azure with SOC2 Type II security certification, which meets many compliance standards.