As with so many things in life, when choosing a document management system it can be very tempting to rush headlong into making a decision, getting side-tracked along the way by tempting special offers. However, document management systems vary hugely in complexity, with solutions designed to cover everything from imaging and text recognition, through to records management and business process automation. As such, finding a solution to manage your documents and business processes isn’t as straightforward as it might seem. With this in mind, we thought we’d offer a little advice on how to get started.

Assess your document management needs

First things first and it’s important to bear in mind that document management needs vary hugely from one business, industry or organisation to another. Furthermore, weighing up the pros and cons of various alternatives, whilst making the best choice can prove to be daunting in the extreme, whilst there’s a risk that implementation will be unsuccessful if the chosen system doesn’t suit the day to day requirements of its users. This is why it’s important to carry out a thorough needs assessment before you go shopping.

A successful document management system will sit at the heart of your business operations, which means that it has to integrate seamlessly with the other systems you use, whilst also providing support to a diverse set of users. As such, choosing a system calls for a methodical and careful approach. The best place to start is to get to grips with the technical features of the system you’re considering, and your own existing business processes.

Carrying out a needs assessment requires collaboration between staff and managers; ideally resulting in a written overview of your existing and future document management and processing requirements, objectives and any constraints. One of the simplest ways to find out what you want and need is to create a checklist of preferred features. Not only does this help develop a consensus, it also identifies the document management requirements the new system needs to address. Then, once you have your completed checklist, you’ll be able to look at different solutions with the knowledge that you have the information you need to make an informed decision.

Document management solutions tailored to meet your requirements

We know that choosing and implementing a new document management system can prove extremely daunting. Here at PDM we offer solutions to suit all types of businesses and organisations. We’re happy to work with you and your team to help you select a system that’s right for you. Get in touch today to find out more and talk through your document management needs.