You will find several reasons for integrating a Document Management System (DMS) in your business. Along with having a more efficient DMS, you will also be able to access and distribute information in simpler ways.
Various industries and business organizations have different requirements. They need to choose the DMS depending on these specific needs. Luckily, the currently available DMS solutions offer a multitude of features and benefits for the users. And therefore, it is always wise to evaluate various DMS solutions before finally choosing one. Here are some obvious questions you should ask for a perfect DMS evaluation.
Is It Simple Enough?
A simple and straightforward interface is one of the most important characteristics of an excellent DMS. At the end of the day, your regular employees will use the software, not the tech-savvy IT people. For this reason, it is crucial that your chosen DMS features a simple, intuitive user interface with minimal learning curve.
If you choose a complicated DMS, there are chances that your employees will find various excuses to avoid using the software. Compare the interface of several DMS solutions and find out which tool could be the best match for your employees.
Can You Run It?
These days, software could be resource-hungry. Accordingly, the cutting-edge DMS tools contain some specific requirements. For example, the tool might require the computer to run a specific operating system or have a minimum storage amount. Alternatively, it can demand a specific network infrastructure, internet speed or server authentication.
If you don’t want to upgrade your system or resources, you should find a solution which works perfectly with your existing resources. It is also important that the system could be maintained by your current IT stuff. Not meeting these requirements might result in additional expenses for your business.
Can You Scale It?
Every successful business has a plan. The plan includes current and future projections for the company. Your business might be small at present, but you probably plan to increase the scale in the future. And accordingly, your chosen DMS should be able to cope with the increasing demands.
For example, you might hire more employees, use more storage or add more projects to your business. In these cases, the DMS should provide simple and easy ways to handle them without the existing business processes. Some DMS charge extra for scale-ups. You should have a clear idea about all the relevant charges.
Is there Enough Training and Support?
When you are getting started with a DMS, you will need some training about the operation of the tool. A solid DMS service provider should have detailed training materials in multiple formats. Once you are comfortable with the basic operations, you might need additional support from time to time. In those cases, you should be able to get timely response to any of your support requests.
Unexpected delays in getting support can cost your business dearly. If you want to find out more about the support quality, check out actual customer reviews about the service.
Is there a Free Trial?
The best way to evaluate any software is to try it before you buy it. The same principle applies to DMS as well. You need to get your hands on the actual software to try the various features and determine whether this is the perfect match for your requirements.
Get some other employees to use the tool and get their opinion too. Only if you like the features in the trial version and are content with the answers to the other evaluation questions, proceed to the purchasing step.
Choosing the appropriate Document Management System Software can significantly improve the efficiency and productivity of your business process. And to choose the right one, you definitely need to ask the questions mentioned above. Go through them before you take the final decision and you won’t regret your decision at all.
About the Author:
Marie K.Powell is a business, technology and environment specialist with years of experience in the field. While working at Ademero.com, she is always trying to find the best ways to go green in every possible way.