Choosing the right Document Management System for your business
Where to start
No matter the software category you are looking into there is always a jungle of options to choose from. When it comes to Document Management, the jungle has started to branch out and spread itself thin though. A document management system (DMS) should no longer just be a safekeeper of information, it should also be able to smart scan, handle electronic signatures, document lifecycles, collaboration and also act as a CRM, Intranet and more. While some providers try to fit everything into their solution, others are more niche and provide industry specific solution within the business areas they do best.
So where should you start when looking for a suitable DMS? Well, first you need to create a requirement specification. Write down what is a must, what is “nice to have” and what feature are we able to compromise on.
If we look at the definition of a DMS from Wikipedia; “A document management system (DMS) is a system used to receive, track, manage and store documents and reduce paper.“, then we also have a base.
Let’s list some of the most common features desirable when looking for a DMS that can grow together with your business:
Metadata - makes it easy to search for documents/information based on metadata stored with your document when created/imported.
Collaboration - how documents are shared with internal and external colleagues, partners or consumers. Do external parties need to be invited into your workspace?
Integration - what other software/applications can they cooperate with? What benefits could you draw from these collaborations?
Data validation - checks created or imported documents for errors before it’s put into storage.
Indexing - tracks electronic documents based on unique document identifiers that can be automatically added to a document by the classifier or other features of the system.
Storage - documents created/imported must be stored somewhere. Is the storage cloud-based or on-premises? Is there a limit to the storage capacity?
Distribution - how documents are distributed. Is it traceable across systems? Where/how are audit logs saved? And how detailed are the audit logs?
Security - how protected are your data? One of the most important requirements that should be looked into detail. What ISO standards do the system follow? How are user restrictions handled? Are documents protected both at rest and in transit?
Workflows - how a document is taken from point A to point B. These can be either integrated into the system or they use a third-party tool. Workflows can be manual, automated or both.
Versioning - all versions of a document should be saved, and you should be able to revert back to older versions if needed.
Publishing/Approval - what steps do a document need to go through in order to be approved/effective? What happens after approval? How flexible and secure is the chain of events?
Look to your business needs
It’s easy to stray away from your own requirements when looking at the most ‘hyped’ options, or options that offers much more than you require. But when comparing software, always go back to what your business needs even if it means that you’re losing some of the features listed. (There’s always a third-party software that can help you provide those features instead/in a better way.)
It is important to involve your business end users. What software to they use today to edit documents? What tools do they use for collaboration? Does your DMS integrate well with these tools?
(For example Microsoft Office Word, Excel, Visio or Microsoft 365 and Teams)Use comparison services that can help you with the initial selection, such as G2, Capterra or Source Forge. They all have great category-based overviews with user reviews, features and pricing. They can also help you find suitable software by contacting them personally.
Request live demos of your top 1-5 DMS’s and prepare questions before hand, preferably the same to all.
Spend some extra time to trying out the systems yourself before committing to anything and put it to test in your own environment. If not available for trial, ask them for a proof of concept based on your requirements.
Non-document-centric options
Maybe it sounds strange that a Document Management System would be non-document-centric, but it’s a modern approach that is being adapted by more and more providers. Instead of only focusing on the documents it is more important to focus on the business processes and flows, they are important for users to view and follow in order to democratize document management. This will result in user-lead improvements, as well as making tasks and processes less person-dependent, and in turn, making the whole company and individual teams more resilient to change.
Upgrade existing DMS
Some software providers also support third-party applications to accommodate for some of the features lacking in your existing DMS. This option would make it possible for you to pick and choose features one-by-one or choose one application that collects all features you’re looking for. This could be a good option for those who are too invested in their current workspace and don’t have the funds, time or desire to switch DMS entirely.
For those already using Microsoft Office 365 for example, the Azure Marketplace is a great place to start. Where thousands of companies offer tailored solutions which can enhance your current experience and provide a better structure for your business needs.
Summing up
There are a lot of things to take into consideration when choosing a new/updating your existing Document Management System, but by using some of the tips above we hope that your decision will be a bit easier.
Beyond Information Protection 365 is a modern Document Management System with a non-document-centric approach that automates document and business process management. It works seamlessly with your existing Microsoft Office365 applications and user account and can utilize both cloud and/or on-premises storage.