When you have an expert in front of you talking about the place of electronic document management today in a webinar or demo, what are the questions you should ask to find out whether the software you're viewing is the right software for your company? By creating dialogue you will be able to establish the depth of the presenters DM product knowledge and their experience with different industry requirements, inclusing your own,
In these days of customisation and personalisation, no one should have to tolerate being forced to work according to the software's rules. So, first of all, you should ask just how adaptable is the software solution to your organisation's needs?
Departmental or third party integration
Today, business process integration is the name of the game. Managers are aiming for line-of-sight across their businesses; operators are looking for efficiency and standardisation. Ask the DM expert how their solution can help you achieve these objectives. How extensible is the software from department to department; how does it integrate with other systems; and how future proof is the software under review?
Workflow automation and compliance
Most established electronic document management software will allow you to capture paper and digital documents, store, retrieve and share them. What else does the software do? How much automation is there and does the system help to keep you compliant with industry regulations. For example, can you implement a records retention policy so that records are kept for as long as required and destroyed at a prescribed date?
Workflow, workflow, workflow. How easy is it to set up a rules-based process that protects your specific business workflow, with authority levels, access privileges, approvals, alerts and reports. With some document software, adapting workflow, and the checkpoints within it, can be a laborious and costly exercise. Ask if the provider offers anything different. Would you be able to create and implement workflows yourself, without specialist programming knowledge? Could it be as simple as 'drag and drop'?
Business Intelligence dashboards
A growing requirement in many businesses is the need for real-time business intelligence. With so much data across all areas of a business from client services, to manufacturing, to accounting and cash control, to specialist documentation such as legal case work or contracts, how can you possibly monitor it all? Ask about a business intelligence dashboard that makes it simple to amalgamate complex information into an at-a-glance business barometer.
Better for staff and the business?
Finally, you should ask questions about your investment. Here are the top four considerations of document management software buyers.
1) Cost and value
The greater percentage of companies identify this as the single most important factor. So ask how and over what period of time the system typically delivers a return on investment.
2) User friendliness
This is the second most common factor in people's DM software buying decision. Ask how you can be assured that the software will be as easy for you to use as it is is for the experienced software demonstrator. Can you talk to other users as well as try for yourself?
3) Cost of ownership
Flush out any unforeseen or hidden costs associated with installation, integration or maintenance. It's important to have full knowledge of ongoing costs to operate the system.
4) Software flexibility
A major requirement for successful document management is the software’s ability to integrate with legacy infrastructure, including ERP, CRM and other line-of-busines applications.
Challenge us with your questions ... Enquire about a Demo
Challenge us with questions from: "What to ask in a document management software webinar or demo."
Given that corporate data includes everything from employee information, client records, business accounting details to supplier emails – practically any data that is used for or generated during business operation - adopting integrated document and records management processes is essential.
Document Logistix can help you to ensure that retention policies can be applied automatically to physical files, electronic documents and emails.
Our software embeds good governance practices so that policies can be enforced in both controlled and uncontrolled environments, inside and outside the corporate firewall.
Automation of the process also reduces cost of both managing information and enforcing a retention policy.
Document Manager has been the trusted DM solution of small and large organisations for more than 20 years. We have an in-depth knowledge of many industry sectors, including law, manufacturing, logistics, professional services, finance and education.
Retention management is a natural extension of our Document Manager system, so it is seamlessly integrated in your day-to-day, month-to-month and year-on-year business workflow.
Integrated document and records management and automation make compliance less burdensome and costly to the business, and reduces the risk of penalties.
DOCUMENT LOGISTIX EXPERTS ARE TALKING TO COMPANIES EVERY DAY ABOUT HOW TO GET READY FOR THE EU GENERAL DATA PROTECTION REGULATION. IF YOU ARE NOT SURE ABOUT GDPR IMPLICATIONS FOR YOUR ORGANISATION OR WOULD LIKE TO FIND OUT MORE ABOUT YOUR OPTIONS. PLEASE GET IN TOUCH