A quick google search reviles over 33,000,000 million hits for "document management software", so how do you differentiate the good from the bad, what you need from what you don't need, what's going to work and what you're going to just sink money into? Every site claims to have the "perfect solution", that one magical piece of software that is designed for every application, every market, whether you're in healthcare or widget manufacturing; whether you're a small office or a fortune 50 company. Before you decide to jump into the document imaging selection process, there are a few simple steps you can establish that will help minimize frustration and narrow your search criteria to allow you to find the best solution possible.
The solution should work within your processes, not force you to change the way you work. You need to know how your processes work and what content is involved. You can then start to look at which technology will expedite these processes the most. It's best to document your processes and define the workflows, this will help you identify and correct unnecessary steps early in the process.
Establish a selection committee. Who in your company will be evaluating the document management solutions? At the end of the day, this committee is your decision, but it should be broad enough to make sure the needs of the various departments involved are met. Typically, companies rely on System Support Technicians/Records Management/Subject Matter Experts/Management people.
Have a decision-making process. The key is to decide on a process at the beginning, share the process with everyone involved, and follow it to make your decision.
Establish your criteria for success. Develop a checklist that covers all aspects you require in a solution. At the end of the day, we refer you back to the first point, the solution needs to meet your needs and work within your business processes so every solution being evaluated should meet your requirements. Not only do you want to evaluate the software as it relates to your specific needs, but you also want to establish if the solution provider has the required skill set and experience to make your document management rollout a success. A few things that you might consider when evaluating different potential vendors:
Do their products follow industry standards?
What is the market size for the product?
Can solid project references be obtained for the company in question?
Is the company financially stable?
How much experience does the company have implementing the kind of solutions you require?
What is the market size for the product?
Can solid project references be obtained for the company in question?
Is the company financially stable?
How much experience does the company have implementing the kind of solutions you require?
The big decision. At this point you need to review all the collected information, and determine which solution features best align with your goals and prioritize them accordingly. Once you've determined your priorities, add corresponding weighted values to your checklist. At this point the choice should be clear and you're ready to make move into the realm of electronic document management.
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