Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 34

Price is always an important criterion to consider. However, it is
often difficult to obtain an accurate cost comparison from web
research alone, since many vendors do not post pricing on their
web sites in order to encourage a direct engagement with sales
representatives. In addition, pricing models are often complex with
various license types, modules, volume discounts, maintenance
fees and consulting services.
Therefore, it is best to create a short list of applications that
may likely provide the necessary functionality to meet the
organization’s needs, and then begin to contact the DMS vendors
and inquire about details, software demos and trials, as well as
estimated cost.
Evaluating interfaces
To measure the usability factor for each solution under
consideration, one has to see the solution in action. It is important
to include other internal users during the assessment of the
interface to see how it will affect the performance of day-to-day
tasks.
At all points in the evaluation, keep in mind the usability (or
ease-of-use) of the system by gauging how much training would
it take for users to grasp the basic commands, how much using
the system would affect their daily work habits, and how quickly
administrators will be able to pick up the more complex tasks of
setting up customized workflow and reporting tools.
Ideally, a balance should exist between an uncluttered interface

EASY DOCUMENT MANAGEMENT

(one without too many buttons or options) and the immediacy
of commands (how quickly users can accomplish a task without
clicking through a long series of screens).
The easiest way to begin evaluating a system in detail is through
a live demonstration, typically through an online presentation by
a vendor representative. Vendors will likely show off the strengths
of the solution, which underscores the importance of using the
needs assessment as a tool for gleaning more specific and usable
information from vendor discussions.
Solution Evaluation
Once the field of candidates narrows through vendor demos and
Q&A -- paring the set of likely solutions down to just those that
cover all functionality and usability requirements -- it is now time
to “test drive” the top prospects.
Rather than simply downloading trial versions to peruse solution
capabilities, work with system vendors to pilot test real-world
business scenarios. This type of “real