Not as hard as you may think, but doing it right takes some time. Below are a few key components to obtaining your ultimate goal of easy access, centralized management, and secure storage of your documents, records, and content as a whole.
Great question, and one that requires a little digging into. Our "quick" response to the difficulty in implementing a document management solution? With the right partner, given the giant task of migrating your plethora of documents and content into a unified platform, it’s easier than you might think. With that said, done correctly, it’s hardly plug-and-play. Don't let a potential partner fool you into thinking it is.
Document Management software essentially allows you to more efficiently capture, track, and store electronic documents in a more unified manner, and can extend into records and unstructured documents such as videos, audio files, and emails. Implementing a relevant and robust Document, Records, and Content Management solution isn’t accomplished without a vast amount of research and due diligence, both for you and your solution partner.
Below are a few key components to obtaining your ultimate goal of easy access, centralized management, and secure storage of your documents, records, and content as a whole.
Going Deep into Discovery.
There is nothing cookie-cutter about a successful Content Management or Document Management software solution. After all, we ALL handle documents differently.
Understanding your organization’s specific requirements should involve not only a thorough assessment of how you process, access, manage, and store documents records and content, but also key interviews with key stakeholders to holistically understand their concerns, needs, and “best-case” handling capabilities.
Picking Your Partner.
Sure, it could seem overwhelming at first. But here are a few kick-starter questions to help disseminate what the right solution for your organization is, and who you choose to support your system.
- How well does it integrate with existing software?
- How user-friendly is it? How secure?
- How well do you trust the solution provider implementing this software? What are their capabilities as a technology provider?
- How well can they support this solution on an ongoing basis?
- Cloud-based or on-premise?
- When onboarding, how deep does user training go?
- What is the actual return on technology investment?
Choosing Cloud vs. On-Premise.
Solutions like Laserfiche offer both on-premise and cloud-based solutions (hosted by sources like Amazon Web Services). Cloud-based options typically mean lower upfront costs and considerably fewer maintenance tasks on your existing IT teams. Feel better maintaining total control over your system architecture? On-premise may be better for your organization.
The bottom line: Your solution provider and you should discuss hosting options that best fit your business needs.
Implementing Your System.
When you’ve made your decision, it’s critical to begin getting value out of your purchase soon.
Create an onboarding plan. With the help of your solution provider, help ensure that it’s not just the IT folks who have fallen for the capabilities of this new way of handling documents. Main stakeholders and certainly users should be familiar with (and comfortable with) the system.
Develop a change management strategy. Users knowing their new platform is one thing. However, advising them and instructing them on how this new system will enhance their day-to-day work is a process. Whether it’s through training sessions or downloadable resources, roll out your Document Management system on a timeline that’s efficient but also doesn’t disrupt workflow dramatically. Engage with your solution provider on how to accomplish this.
Have more questions? Considering exploring the productivity-enhancing advantages that come with Document/Content Management? Click below to schedule your visit with a Document Management specialist!
