Why Do I Need A DMS

It’s high time to evolve! The automation of business data management & analytics is a necessity for a challenging business. Today this is just a strong trend but tomorrow those who postponed the adoption of corporate solutions for e-data management can be left behind. Surely, the deployment of an electronic document management system (DMS) requires certain time & money investment. But it will make a huge return – of course, in case you have acquired a right solution and employ it in a right way.

Lots of DMS solutions exist in the IT market today; many of them enjoy broad popularity among users worldwide. Maybe, anyone can name SharePoint by Microsoft, HANA by SAP, Documentum by EMC², and others. Probably you’ll find it easy to narrow the area of selection to 10-12 solutions which seem to be good. But how to detect a perfect one?

There Are Always Pros And Cons

Flawless software products can hardly be found in real world. Each one has certain advantages and disadvantages. High performance and seamless integration with corporate networks will result in higher price. On the other hand a solution which boasts a very rich functionality AND a dramatically low price may turn out to contain lots of bugs. Some famous software brands require long training before starting the usage.

In order to learn what product fits your organization best, you have to closely explore your own business needs first. Find most notable problems, uncover ‘narrow places’ in the overall business process, and define priorities – this will help you understand which DMS features are needed most and which potential flaws can be tolerated in order to achieve maximum of efficiency.

A Real Customer’s Story

Well, that’s theory. Let’s get a practical example. Here is a story of SharePoint implementation in our customer company, ProCredit Bank, Georgia. ProCredit Bank needed a flexible and productive DMS in order to solve the following problems:

  • Automate the processing of corporate data including:
    • Client documents;
    • Credit documents;
    • Payment orders;
    • Bank’s internal documentation.
  • Enhance data security, enable access limitations;
  • Seamlessly integrate with existing corporate software solutions;

Implementation of the SharePoint DMS helped to create an electronic archive for this company. The SharePoint solution performs the work with documentation automatically while enabling manual control by users whenever needed. Advanced data segregation methods allow the system to grant access to corporate data only to users with proper access levels. As a result, all business needs of our customer were met successfully.

It is wise to learn from fails and successes of your industry peers. So you need to investigate at least several DMS adoption stories like the one you read above.

Making Your Decision

So let us sum it up. Your main criteria when choosing a DMS should have the following look:

  1. General expectations: the adoption objectives, the problems that must be solved, your plans of DMS adoption and usage, etc;
  2. Specific business needs: size requirements, technical restrictions, amount of resources which will be used by and/or will be made free by the new system etc;
  3. Data handling peculiarities of your company: ways of documentation processing and storing, sources and types of your corporate information, document conversion methods, daily tasks for the system, etc.

Once you have defined all the requirements and needs above, it’s time to look for a product which meets them and has an acceptable price. And if you’ll need some expert advice for that case – we are always ready to help!