3 Secrets That The Document Management Vendors Arent Telling You-www.555kfc.com

Software If youre shopping around for document management software, you may already have a good idea of what you are looking for in a system. Youre probably hoping to simplify and expedite your processing capabilities. You want a solution that will make you more .petitive, and enable improved customer service. At the same time, youre probably looking for a system that will help you minimize risk by protecting privacy, demonstrating accountability, and providing disaster recovery. When you get right down to it, document management does a lot more than help you to eliminate paper. As you have undoubtedly discovered, there are no shortcuts when it .es to finding document management software that fits your specific business needs. To .plicate matters, sometimes the messaging from the vendors is downright contradictory: 1. A document management system doesnt cost as much as you think. (But sometimes it costs more than you think.) I knowits a paradox. Recent advances in technology have made ECM accessible to small organizations as well as to larger enterprises with budgetary constraints. (And by small, were talking about organizations made up of 5-10 people, as well as large businesses.) If youve delayed the purchase of a document management system because you think you cant afford one, now is the time to start shopping around. In this economy, you cant afford to procrastinate while others move forward. For most organizations, price is a critical factor in a purchasing decision. Be sure to do your homework: sometimes pricing options are not as economical as they seem. Lets .pare: * Traditional licensing. Traditional licensing for a document management system is characterized by a large up-front expenditure. In this case, you get what you pay for: it gives you .plete ownership and control of your solution and information, and 24/7 access. You control system security and management. On the con side, some organizations have difficulty budgeting for such a large upfront expenditure. * Open source. On the surface, open source solutions seem like a real bargain. With open source, you have one version where the software is basically available for free, and another version which charges a fee for support. The first option may be appealing to you if your IT team has the time and resources to devote to continual process enhancement. The second option offers the support of an on-line .munity; however, the support that is available may not address your specific needs. In most cases, after you factor in the costs of customization, maintenance, and support, the costs of an open source system can rise above those of a traditionally licensed system. * Hosted/SaaS solutions. Hosted solutions offer a cost-effective option to any organization that is looking for limited functionality and doesnt need to be concerned with ownership of its information or data. Should you choose to take advantage of this option, minimize your risk wherever possible. Dont consider a system unless it offers the security and accessibility that is demanded by the regulations governing your industry. Find out what long-term guarantees are offered regarding payment increases for the service. Finally, know that your fees may increase based on your usage and storage volumes. Take into consideration the anticipated growth of your business when performing a cost-benefit analysis. * Subscription pricing. Subscription pricing, which is a hybrid of SaaS and traditional licensing, offers organizations the best of both worlds. It provides the ownership, functionality, and customization of a traditional document management system without a capital expenditure. Businesses pay a monthly fee to have information delivered with the security of a private cloud/on-premises installation. However, unlike a hosted/SaaS solution, subscription pricing lets organizations maintain ownership of all of their data and files. Many organizations find it easier to budget for the monthly fee of the subscription model, as it doesnt require a large up-front disbursement. 2. Ease of use is a priority. But its not necessarily as easy as you think. Many document management vendors talk about how easy your day-to-day operations will be once youve transitioned from paper processes to electronic. Their websites show movies that illustrate how, with a simple click of a mouse, you can access the information you needwhen you need itfrom any web browser. And theyre right. A document management system will simplify and expedite your processing capabilities. But getting to that mouse click isnt necessarily as easy as they would have you believe. Information needs to be categorized and classified so that it can be retrieved, re-used, and distributed. The flashy movies can lead you to believe that theres such a thing as a one-size-fits-all out-of-the-box solution. The reality is that you need to put some work into your transition. Specifically: * You need to have a handle on your business processes. No two organizations operate in the same wayeven if theyre in the same industry with the same number of employees. Process analysis allows you to pinpoint, understand, and rectify bottlenecks so that you can optimize your operations. Unless you undertake a business process analysis prior to your conversion to electronic document management, it is very likely that you will duplicateelectronicallyyour existing inefficiencies rather than improving them. * You need to implement a change management strategy. Not every employee is going to be overjoyed about transitioning to a new systemregardless of how simple it is to use. A new system may seem threatening to users. They may be fearful that the technology will make their jobs obsolete. End-user adoption is critical to the success of your transition. A change management strategy will lay out a plan for proper training andequally importanttwo-way .munication associated with your conversion to the new system. As John Mancini, President of AIIM, said in the March 2010 issue of ECM Connection, Creating an information management strategy has never been more easyor more difficult. 3. Going paperless is not your objective. Theres a lot left to do beyond basic document management. If you ask 10 different business managers why theyre looking for a document management system, youll probably get 12 different answers. Document management software has the flexibility and extensibility to adapt to and improve virtually any business environmentboth on the business and the administrative side. Unfortunately, far too many businesses be.e .placent after they transition from paper to electronic processes. They receive an immediate ROI, andsurprisinglymore often than not dont take advantage of the depth and breadth of the software, limiting their own efficiency gains. A high-performance system enables you to automate repetitive tasks, which is where organizations that look beyond basic document management receive significant returns. By integrating your document management system with your legacy systems and line-of-business applications, you can eliminate redundancies, streamline efficiencies, and make information more accessible than ever before. Some areas worth looking into are: * Capture: Dont settle for simple scanning and storage. Investigate OCR/ICR solutions and barcode technology so that you can capture business-critical information at the point of receipt. Your document management system can integrate seamlessly with your capture software to enable process automation. By implementing electronic forms into your business processes, you can make captured information instantly and appropriately useful enterprise wide. * Business process management: Once you are able to extract data and other business-critical information, your document management system enables you to drive applications and processes with that information. You can pull information from select applicationseven from legacy systemsand push it across your organization for processing, all with minimal manual intervention. Business-critical information can be presented along with associated documents to simplify and expedite decision-making. * Automation: A high-performance document management system will offer a drag-and-drop point-and-click workflow designer to makes it easy to construct a workflow. As you plan your transition to electronic document management, think seriously about going beyond paperless processing and into the realm of process automation. Make sure that the solution you implement can expand with you, not just in terms of volume, but also functionality. You want to be able to incorporate and improve upon your business processesnot just stuff documents into a repository. Pablo Picasso once said, .puters are useless. They can only give you answers. Thankfully, in most industries, this is not necessarily a bad thing. The time has .e to take a fresh look at document management. Talk with a professional to determine the returns that are possible with a high-performance solution. Discover the benefits that can be realized when you transform the information that drives your business processes from static to dynamic. About the Author: 相关的主题文章: