A successful document management project must bring together multiple departments within the company, even those which may not yet be putting the system into use. Involving other departments in the planning and definition phase, including those not targeted for the initial rollout, makes it easier to extend the system to those departments later without additional development and customization.
Only when all parties are involved can critical questions be answered, such as:
- What documents must be managed? Is it necessary to keep every piece of communication including e-mail, instant messaging logs, and hand-written letters?
- For how long must the various document types be retained? Which level of government legislation takes precedence? Are there documents that should not be saved?
- What security must be applied for access, editing, and destruction of documents? Should some records be prevented from being edited? Who should be able to delete records and when?
- How will the system accommodate and enforce workflow and document routing? Can business processes be adjusted or simplified?
- Which paper documents need to be scanned? Should the system perform optical character recognition on the entire document, on only specific form fields, or is metadata sufficient, and if so, how will it be generated?
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