Guidelines on choosing the right document management system (article)1
Guidelines on Choosing the Right Document ManagementSystem Selecting the correct document management system for your business is a critical decision. Whether you want a better way to manage your files or simply looking to go paperless, remember the right choice can make or break your business. If you have employees who spend a major portion of their day retrieving and filing documents, or you may be renting a warehouse to store all your old records and business files then investing in document management software is a good idea. Rather than spending to rent space to store files you can invest in an online document management system, thattoo at a much lower price and with greater benefits.But before you get a system you should do a little bit of research. When you first start investigating youroptions ensure that you are aware of the distinction between document management software anddocument imaging systems. The fundamental difference between these two is that document imagingsystems are tools that help you convert paper records to electronic files and document managementsoftware are tools that help you manage electronic files. In your search for the best online documentmanagement application you will come up with innumerable choices but don’t get swayed by theirmarketing lingo.First you should be aware of how your process works and what content is involved and then you canstart looking for technology that will help accelerate these processes. Now decide who will be in chargeof evaluating the document management system. Usually, for this task most companies rely on theirSystem Support Technicians/Records Management/Subject Matter Experts/Management people.Next is setting up the evaluation criteria. For this you can create a spreadsheet or a template includingthe things you are looking for. Whichever document records management system you choose shouldeither match with your expectations or exceed them, never compromise. Some of the things that youcan consider while evaluating different vendors are: The companys background Do their products follow industry standards? The market size for the product Can solid references be obtained for the company in question? Financial Stability of the company in question How long they have been in the business of providing document management systems?Last is final evaluation. Analyze the data you have gathered and filter out the ones that are not matchingyour expectations. From the remaining vendors analyze the features of their product. See what featuresare most important to your organization and accordingly add values. Once completed you should beable to decide. The right system will completely transform your business so before selecting make sureto do some research.