What stands behind the term “a digital transformation”? In simple words, it is turning all the paperwork into a digital one, so making it paperless. How can you achieve that? Use a document management system that can store, organize, and track your electronic records. Imagine an office where there are no file folders or cabinets. The productivity of your employees will increase, as well as the level of transparency, control of your business, thus enhance the performance of your company.
How to choose the right DM system for your company? Here is a list of the top 10 tips to consider before making any decision.
Top Tips to Choose the Right DMS
- Elicit the Requirements
Why do you need DMS for your company? Before you start searching for the right vendor, think of all the features the system should have. Identify the issues you want to tackle, the ones that slow down the workflow, or need to be optimized. Engage your staff in the process of assessment of your document management needs, so you choose the right solution that will help them to deal with daily tasks and operations. Also, take into account the fact that your company will grow in the future, so the system can be easily adjusted and customized.
- Choose the Vendor
Nowadays you can find numerous software development companies that claim they are experts in DMS development. But you do not need claims, only successful examples, as there is no time to make mistakes. Take your time to conduct thorough research and find a number of companies that can build a solution for you. It is better to choose companies that have narrow specialization. The ones that say they have solutions for every type of business and the lowest prices are not usually the best option.
- Create Simple UI
The user interface (UI) is another important issue in the process of choosing the right DMS. Apart from having all the right functions, the system should be easy and clear to use. Make sure that the design of the system is so simple and user-friendly that your employees can quickly learn how to use it. There is no need to confuse everyone with overcomplicated navigation, the system should be intuitive and comfortable to use.
- Integrate DMS with Existing System
Make sure the vendor provides the DMS solution that can be integrated into the software system your company is using right now. It is important to have it all in one place as there will be no need to hop between the applications or do the same tasks twice. In this way, you save time and optimize the workflow for your employees.
- Automate the Workflow
A good DMS is not only about storing all the documents and reports, it should also help you to automate daily tasks and processes. If the workflow is automated, employees are able to complete daily tasks faster thus enhance the overall productivity of the company. Higher productivity means higher income. It can also help to reduce the number of errors. Thanks to efficient workflow management, you will be able to stand the competition and help your company grow.
- Check Security Level
All the information concerning your company, employees, partners is highly tentative data that needs good protection. Skimming and cyberattacks are common and can have dreadful results for the company. Make sure the system is secure and data is protected. It is important to have it updated on a regular basis. If you do not have an in-house IT team, the system provider must be in charge of that matter, so there is no risk of stealing any information.
- Control Administrative Access
Apart from cyberattacks, there is always a chance of internal threats. Employees from different apartments complete specific tasks, so they should have access only to the necessary folders or files. The access should be guaranteed after using personal id and passwords to enter the system. In this way, you can also have records of who and when entered the DMS, which documents they used, etc. In case the employee needs access to an additional folder, they have to send the request to their managers for approval.
- Make DMS Accessible
Large enterprises and middle-sized companies should guarantee access to the system anytime and anywhere. There are companies that hire off-site employees who live in different countries and the system should be available at any time zone. The system provider must ensure that everything is in proper condition and gives access to the DMS 24/7. If you are rather a small organization, the DM system should be able to support this feature in the future, as you might grow and expand.
- Go Mobile
Nowadays smartphones allow us to complete some daily tasks, as different applications can be installed. Find a DM system, or build the one that will go with a mobile app. It will give your employees more freedom and flexibility, as they are not tied up to the desktop and can complete their tasks while commuting. The important thing here is to make the app secure and provide training to your staff on how to protect themselves and tentative data from cyberattacks.
- Have a Back-Up
Check whether the service provider offers to have backup storage of the information on secure servers. In case the documents are destroyed or deleted, there is always a chance to recover them. The system should automatically save copies of the documents on the servers, so the work will not stop and important data is not lost forever. The update of the server should go on a regular basis, as a lot of employees can use the system simultaneously.
Digital transformation is on the rise and starts to influence the majority of the industries that we know today. Some of them go through total digitization, others incorporate some tools or systems into their work. Although it is a long-term process, the results are worth the effort, as it comes with numerous advantages that enhance the level of the services, improve customer support, and facilitate the workflow. DMS is not only about facilitating the work but also helping to lower deforestation that is directly connected with the environmental problems we face today.