Document Management System

Document Management System

5 WAYS YOUR DOCUMENT MANAGEMENT SYSTEM HELPS SIMPLIFY AND EXTEND VALUE TO YOUR BUSINESS

It is a given fact that business processes are very complex and dynamic. The responses for these changing complexities are obviously slow because of the dependency to existing systems and technologies. Technology can change quickly. Many of the factors that contribute to this are outside your control. This maybe changes in technology landscapes, industry trends, and even application obsolescence. More often, core systems are not able to cope with the changing requirements that the business is creating. This generates pressures to the existing IT system and thus requires a more reactive response and strategy.

In this article, we’ll take a look at ways a Document Management System can help you to a simpler, more effective IT systems. A simplified IT environment translates to more value because the systems and processes are in a better position to support the requirements and objectives of the organization.

  1. CONSOLIDATE YOUR REPOSITORIES – Most organization has multiple locations for their physical and electronic information. Whether it’s an invoice, email, fax or an image, connecting that information with the users who need it meets more than one hurdle because the content is maintained in different locations and separate from the processes in which it is used and from the users who need it. With an integrated Documentum Management system, you can capture all unstructured content and store in one repository, thus eliminating information silos. By doing this, you can integrate core departmental IT systems with your Document Management System (DMS) to ensure that documents will be always available to users of that systems making access to information much easier to the knowledge workers.
  1. BENEFITTING  THE WHOLE ENTERPRISE – Considering the size of your organization, you can group your IT system into several categories – the core system (dedicated to the nature of the business), revenue system (related to billing for products and/or services) and administrative (Accounting, HR, Legal, etc.). Each of these categories has its own content-related requirements to help them perform their work effectively. As suggested above, the consolidated repository would be a simpler approach to manage the content regardless of origin or department in which it will be used. Design your enterprise content management (ECM) solution to be scalable. You can start implementing system to individual departments addressing the most critical requirements. And then later on if the company decides to deploy the Document Management system throughout the organization, it will be easier to setup additional user requirements because it was designed to scale up and cater to more groups.
  1. COMPLEMENT EXISTING SYSTEMS – Systems like CRM, ERP, billing systems are very important to the company to support their day to day operation. But sometimes, these systems, no matter how large and complex they are, lack some functionality that the user required to do their job more efficiently. Perhaps the users are contending with a system that does not support digital file retrieval. Or, perhaps the system supports document archival but it is not designed for enterprise that can ingest large volume of documents. Whatever the case is, your Document Management system can co-exist with your existing system and complement them. By integrating your DMS with your existing system, you are making your content available to users of those applications. Users will be happier because existing systems are maximized and as a result, can do their job more effectively. It is very important that when you acquire a Document management system, it should be flexible enough to integrate with different IT systems.
  1. CHOOSE A DOCUMENT MANAGEMENT SYSTEM LEADER – There are many choices for a Document management system, but not every DMS solution has a track record of being the industry leader for many years. You have to choose a Document management system vendor that is already tried and tested and with large install base. In addition to the DMS software, it is also important to choose an experience implementer that understands the challenges and pains of your company. Research about your potential DMS implementer; ask for a demo and proof of concept (POC) about their product. Ask for company references and talk to their clients. These will give you a clear understanding of their capability and experience with regards to DMS implementation competency. You want a DMS solution and partner that will help solve the problems of your company, not add more to the problem.
  1. AS YOUR BUSINESS CHANGES, SO IS YOUR SYSTEM – As it adapts to new trends and technologies of the industry. To address these changes, you need an enterprise solution that adapts and scales with the rapid growth of the company. Upgrade of legacy systems, acquiring new technologies in both hardware and software are just some of the changes that the company will face. Whatever the changes maybe, you would want a Document Management Solution that will adapt to the changing times to support your organization whether for new technologies, new compliance and regulation. The right Document Management system (DMS) solution should be able to integrate seamlessly to whatever system it connects.