|
Online document management system software covers the entire process of automation activities and document digitization. For big or medium sized companies, deploying a DMS solution seems daunting. Fortunately, you do not have to worry anymore because there are only three (3) phases or eight (8) easy-to-follow steps: First Phase: Analysis Step 1: Define Your Objectives. What will the business achieve by using online DMS? Answers will include most of the following: promotion of online collaboration in the workforce, increase in work efficiency, reduction in company paper use, instant accessibility of documents, and enhancement to compliance with government regulations. Step 2: Identify Your Business Processes: Which document-based business processes can be made more efficient when resorting to DMS? Possible answers will be, as follows: employee/HR onboarding, invoice payment, routing and approval, contract management, and review and feedback. Step 3: Determine Your Delivery Mode: Should the document management system be hosted or on-site? What are the core considerations for each system? For hosted/cloud, the following pros are: access from anywhere, quick to deploy, low total cost of ownership, predictable monthly cost, secure offsite storage, and seamless upgrades. The cons will be: perceived loss of control over data, reliance on internet connectivity, and reduced customizability. For on-site, the following pros are: no internet connection required, more control over infrastructure and increased customization possible. The cons will be: intensive use of IT resources, hardware upgrades, longer implementation time, costly capital investment in infrastructure and maintenance is required. Second Phase: Selection and Preparation Step 4: Identify Requirements: What characteristics and features must be present in your document management system? Some of the answers are, as follows: collaboration and activity feeds; custom metadata; time-based alerts; search and query; file synchronization; group and role-based permissions; offline backup; Microsoft Office integration, and a lot more. Step 5: Demo DM System: What are the criteria for selection? What is your timeframe? How much is your budget? Go for DMS, whether offsite/hosting or on-premise when cost is affordable, there is ease of use and there are no issues concerning learning the newly introduced interface. Step 6: Prepare the Groundwork: How will your documents be organized? Who will be authorized to have access to certain documents? Considerations as to the following: kinds of documents, required metadata, taxonomy, roles and permissions, syncing and backup, groups, policies, and so on. Additional concerns/questions are: Should there be tagging or full metadata selection? How about full group security or limited access sharing? Which emails get saved to the document vault? Third Phase: Implementation Step 7: Get started with the document management system: What is needed to begin using DMS? Some possible tasks to be performed are, as follows: uploading of bulk documents, integration with scanning and capture solution, adding users via email, configuration of business processes, enabling of single sign-on, integration with Microsoft Office and Outlook, etc. Step 8: Accelerate Adoption of DMS: What your users need to become productive with the system? How about starting collaboration? Are they going to install desktop tools? Should they begin communicating management policies? How about sharing documents? How about training staff? If the answers to all these questions are affirmative, you are sure of attaining your objectives and achieving success. You are familiar with the basic steps mentioned above about how to implement a successful document management system for your business – and so, start now! Are you looking for more information on document management? Visit http://www.tallega.com/products/filebound-on-demand-software/ today!
Related Articles -
document, management,
| 
