Knowing about the best practices concerning document management software can benefit you by knowing the practical considerations prior purchasing and implementing the software, identifying the functional features and capabilities that you should look into your software and by helping you to determine which software is right for you. Below are 7 best practices for DMS:
- Project Planning
- Standard feature check
- Comprehensive data capture capability
- Security of managed document
- Process automation
- Integration capabilities
- Document life cycle management
In project planning phase it is important to understand that whether the required document management software is going to meet up and align with the business goals or not. At this level, you must try to find answers to similar questions like below:
– Do I really need DMS?
– Should I consider an open source document management software?
– How to select the right DMS for your business?
– What remote access of documents mean to your business?
– How important it is for your business to ensure remote document access?
– If you require any change to implement prior DMS, how are you going to do it?
– In DMS, what are your prime concerns? Do you need agility? Do you want flexibility? Or is it only security?
Answering these questions will help you to put your business goals at the forefront and will line up your requirements behind your business goals.
Standard Feature Check
Each DMS you choose to select can vary broadly in terms of their functional capabilities. Here is a table with core functional capabilities and their individual task properties. Review this table and it will help you to gauge how far the things can change even when they are under same core functional capabilities. Check it now:
|Top levelCabinet index |
file type, etc
|Ad hoc |
Listed to do
|Code reconciliation |
Individual and cluster security
|Export & Import |
|View mode |
Drag & drop
Touch based & keyboard supported
Number of index fields
Third party application
The above table is a simple example of how far things can change for a user under common functional feature heads.
Comprehensive data capture capability
This part is highly important since document can have any form and they should be digitalized to their intended format. Input system, through use of OCR, scanner or direct typing must support fulfillment needs of your business goals.
Security of managed document
Document security is a vital consideration and the best practices on this regard is solely on the user’s defining capabilities. For ideas only, the list can have security of documents tiered at following levels:
- Department level
- System level
- Group level
- Individual level
- User ID
- User name
- Date and time
Generally strong encryption, view customization, document freezing capabilities, personally identifiable information etc are considered as key points.
It is also referred as the workflow automation where powerful flexibility on user end should be asked by you. It can make the emailing optional with message notification system, get a decision tree hierarchy incubated inside with proper departmental authorization and at the same time it will make the way out for exceptions from the standard operational procedures. Lastly the process transactions need to remain searchable and auditable. By far, this part of document management software best practice aims at getting a simple yet adaptive and interactive interface that supports the workflows and usage needs.
Ideal look up is for seamless integration with conventional, contemporary and future technologies. At the same time it should accommodate change in product design, performance cycle. Web, software development kit are two key areas here now while mobile is the emerging one.
Document life cycle management
This part is purely related with your compliance system. Certainly you do not want all the documents to be available by imposing burden on the software. Instead you will have selective documents to go for archive system and few other file types and documents you will want to have available as on demand. Your DMS best practice will let you define the document life cycle accordingly.
You can get more information on the best practices from M-files and PaperPort Professional. However, your success with the DMS will mostly depending on your ability of detailing the DMS plan, clarity with your objective and aligning the process. Once you are done with them, your business will start taking off its flight to your dream destination.