Converting large volumes of documents into digital format may seem daunting. However, with the rise of the digital era, every organization is aiming to reduce paper workload by implementing a document management system (DMS). When embarking on your digitization journey, here are some requirements that you will need to consider:
- Identify your business pain points
It is important to identify your company’s document management issues to ensure the EDMS (Electronic Document Management System) focuses on eliminating those challenges during implementation. Organizations struggle with different problems when it comes to handling physical documents and managing physical registries. Some organizations might be plagued by insecurity, others may lack storage space, and some might lack backup for their records. Assuming your company is dependent on paper records, you run a risk of experiencing repetitive errors, loss of data, lack of accessibility, lack of collaboration and loss of time during the retrieval process. These are all inconveniences that your workforce faces daily, leading to poor productivity and unfulfillment.
It would be practical to amalgamate and combine all your company’s data into a single digital repository to improve your workflow, which can only be accomplished through the implementation of a suitable document management system that focuses on eliminating your everyday document management challenges and increases collaboration while enhancing efficiency and document handling costs.
- Assess business needs and processes.
When implementing an electronic document management system, the flow of records and information within your organization is particularly important. Company records contain sensitive information, various levels of clearance, as well as approval requirements as they move through the business process.
When implementing the EDMS, all these processes must be considered as they inform the intensity of workflows as well as the number of users that will be required for the organization’s EDMS. The same business sequences will inform how simple or complex the workflows will be, making collaboration efficient and seamless. The integrity of the documents is maintained in the EDMS as they are archived within a single online repository that requires authorized access that can be reinforced with multiple levels of authentication and LDAP integration.
- Integration requirements and user experience.
Several software systems may exist in your company, each working independently to achieve distinct objectives. Data mining from several systems is not only time consuming, but also raises the risk of errors. You need to ensure the EDMS has the capability and add-ons to integrate seamlessly with the current systems. With the EDMS hosted at the back end of the preferred primary system, integration leads to enhanced operational and cost efficiencies and eliminates data duplication within the organization, resulting in a richer user experience. Integration also allows management of the systems concurrently and ensures that they are connected.
By implementing a document management system with authoritative user access, your business is interconnected across your departments, consequently enhancing your business process efficiency. The goal is to avoid the use of multiple fragmented systems for data entry, keeping everything consistent throughout the organization.
- Security.
Document security is a major concern for many organizations, large and small. When a company has multiple documents in physical form, they are vulnerable to loss or destruction as a result of events like theft, fire, or flooding. We have experienced instances of companies facing the challenges of data theft and security breaches, which have resulted in long-term ramifications.
As a result, acquiring a document management system with security features and a robust audit trail that ensures your information is safe and secure is a critical business decision for your company.
- Scalability.
The trajectory and the company’s strategic plans should be considered when purchasing an EDMS. As company expansion is inevitable, you need to ensure that the chosen EDMS allows for robustness in the future. Different systems have different capabilities, and you want to choose the best one for your organization.
At DISI group, we offer solutions that work. We provide the correct resolution to transform your organization into a digital workplace. To get started the right way, contact us via info@disigroup.com. For more information, check out our website at www.disigroup.com.
