Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 31

C

Planning, Selection, and
Implementation
Fitting Document Management Into Your Business
The results for “document management software” in popular search engines brings up a wide
spectrum of products and services, often very different from each other.
“Document management” is a broad term that can encompass imaging and text recognition, database
indexing, version management, business process automation, and document or record retention and
disposal. Document management solutions range from multi-million-dollar enterprise-wide systems for
global corporations to free, open-source applications for small businesses and individual users.
After sifting through search results, people seeking a solution for managing their specific documents
and business processes soon find that the task is often not as straightforward as procuring other
business products. Even within the range of enterprise-sized solutions, applications from document
management system (DMS) vendors can still vary drastically in price, features, and area of
specialization.
Because document management needs can vary significantly by industry, and due to the fact
that every organization has its own unique requirements, so too do DMS offerings vary greatly in
capabilities and price. Evaluating the various alternatives and making the right choice for a specific
business can be a daunting proposition. As discussed in Section B, there is a real risk that an
implementation will fail if it does not align well with the practical day-to-day needs of the users.
Selection of a document management solution should not begin with product investigation, but instead
with a thorough self-assessment. Choosing one solution to be at the heart of business operations
-- one which must integrate seamlessly with other systems and support a diverse set of users –
deserves a careful and methodical approach. A strong understanding of both the technical features of
the proposed solution and one’s own existing business processes is a prerequisite for any successful
document management initiative.
This section provides examples of the kinds of questions an organization should ask itself well
before it begins asking questions to DMS vendors. Assessing needs, stating desired outcomes, and
collective planning lay the groundwork for a thorough selection process and smooth deployment.

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EASY DOCUMENT MANAGEMENT