4 Things to Ask Before Implementing Document Management

Submitted by Tech Support on Wed, 02/02/2022 - 15:07
close up hands on keyboard with question marks floating, asking questions concept about a document management or technology system

Choosing a document management system is a big responsibility, but it gets a little easier if you've done your homework. Here are the top four questions to ask about document management (and how to find the answers). 

Common Document Management Questions

Before you even think about choosing a document management system, you'll want to ask yourself a few simple questions. Of course, the work isn't in the asking--it's in the answering.

#1: What do we need from document management?

This is where you get to identify your needs, goals, and challenges. It will help define your search when selecting a document management system, eliminating tools and solutions that don't align with your company's reality.

How to get started: To answer this question, you'll want to talk to individuals and teams in your company. Ask what they'd like to see in a document management system. Discuss how their current filing procedures are failing them. Find out what frustrates them, what wastes their time, and what types of solutions would make them jump up and down in joy.

#2: Do we want all the bells and whistles?

Document management can be as simple or as intricate as you want. Deciding ahead of time what features you want--and how technical you'd like those features to be--can help you narrow down your options as you're selecting a system.

How to get started: Your first step should always be about connectivity. Pay attention to all the things your document management system will need to work with--including remote teams, mobile devices, printers, and more. Once you've checked that off the list, consider features like cloud services or additional security.

#3: How will we make the transition?

Change isn't always easy. You want to make the change smoothly and efficiently but also comfortably. This is especially true when it comes to document management--since, after all, most of your workday relies on documents one way or another.

How to get started: Plan ahead for learning curves, downtime, and training opportunities as different teams get accustomed to new procedures and organizational techniques. Remember that document management isn't just about data--it's also about user experience.

#4: What role will a provider play?

Good managed service providers will want to help you--but the truth is that they can't do it alone. Only you know the ins and outs of your business--how it works, what hurts it, what it wants to be when it grows up. However, providers bring value too; they know the technology and are familiar with every tool and solution you could ever need.

How to get started: Research providers and understand how they want to work with your business. Once you're comfortable, get on the phone and start talking with some potential providers; soon, you'll know who might be a match, what their values are, how they plan to help your business, and what they'd need from you to succeed.

Conclusion

Although choosing a document management system can be a big task, there are four things you need to do before you even get started--and it's all about asking questions. Remember to do your homework, consider all of your needs, and plan ahead as much as possible, and you'll be well on your way to that perfect document management system in no time.

Want help with document management? Looking for a system that fits your business? Contact us today!

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