Why Document Management Systems Can Get a Bad Name
Despite electronic document management systems having been around for some time, and even given their increased requirement, driven recently by remote working, Electronic Document Management systems are still not always seen in the best light.
So, whose fault is this?
Well, if it’s not the potential consumer (and usually it isn’t), then the blame must rest with the providers, so let’s examine why this is.
Having delivered and supported numerous document management systems over decades, at BPMS we think we are well placed to consider why many businesses do not enjoy the benefits that working electronically can bring.
- Over Specified & Overpriced
Though not exclusive to our industry, one of the most common failings BPMS come across when speaking to businesses who have troubled to consider an electronic document management system, is that they have been over specified.
As many providers have few, or possibly only one solution to offer, there is a natural tendency to try and make the client fit the solution.
This results in applications which simply don’t fit either the structure of the organisation, contain far more functionality than is needed or deliver more user licences and storage space than will ever be required. All of which has a cost.
- Poor Integration with Your Existing Business
The last thing most businesses require is yet another piece of stand-alone software, no matter how clever it claims to be. Employees having to exit one application to use another is, let’s face it, inefficient, time consuming and likely to lead to significant dulcification. A chosen solution must fully integrate with your existing platforms to deliver seamless sharing of data and enable fluent processes.
- Employees are often Forgotten
This seems obvious but is so often ignored. No matter how beneficial the implementation of a document management system might seem, if the users, your employees, don’t embrace it, and feel part of its evolution, it is doomed to fail.
No-one in your business will be more aware of the problems, inefficiencies, hold ups, customer and supplier irritations, what works, what doesn’t, than your employees. Even though they won’t always have told you.
It is therefore critical that employees are involved in the development of any move to electronic working from the earliest opportunity. From our experience if they have been involved in the building of a solution, they will want to use it, and you will benefit.
- We’re Going for a Global Solution
This phrase, from our experience, above all others, means nothing will progress. Too many people will doubtless become involved in the process, each competing for their own specific requirements.
It is always far more effective to consider each department or process on its merits and to properly scope these processes individually, than trying to crowbar each environment into some top-down solution.
Consider commencing the process in areas which are traditionally data heavy such as HR or Finance where the benefits of electronic filing and automated processes will deliver fast and measurable returns.
You will find that once one department has been successfully transitioned to electronic working, the benefits will soon spread to others, making it far easier to move the entire business to a more efficient environment.
- The Concept Not Proven
A move to an electronic document management system is not without cost and needs to be properly considered alongside a professional provider with a proven track record of successful delivery.
To this end, it is not unreasonable to want to see that any proposed solution will deliver exactly what you want both now and in the future.
Most accredited providers will be happy to deliver a proof-of-concept trial of their solution as part of this. Whilst there may be a cost associated with the professional services required to deliver the configuration you need, this is a relatively small and a sensible investment to ensure what is delivered, and charged, works for you.
Having delivered and supported numerous document management systems over decades, at BPMS we think we are well placed to deliver the highest quality services and standards. Being independent, we are not tied to any single platform and can therefore deliver the best impartial advice.
Please get in touch to arrange an initial no obligation appointment to begin your process of delivering a more efficient and cost-effective way of working.
