Document management systems make a lot of sense for businesses, especially as digital documents and remote work become how business gets done.
No matter where you are in your journey to find the right one for you, it’s very common to have questions. In this article, we aim to answer many of those questions:
A document management system provides many benefits for businesses.
In the previous section, we mentioned cloud document management systems. While those are popular, they aren’t the only way to implement document management. There are two types of implementations: cloud and on-premise.
Cloud document management systems. These systems live and reside in the cloud, just like a lot of the applications you may use in your business and personal life. They would be considered public cloud applications, which only means they are accessed via the internet, not that your information is publicly accessible. All you and your employees need to access the system is an internet connection.
The benefits of this system include:
On-premise document management. This type of implementation means you purchase the software and install it within your network, whether that means on a physical server in your office or in your own private cloud environment.
Why do people choose on-premise document management?
As you might expect, different platforms have different features. There are, however, minimum features that you should expect to see in every document management platform.
With so many features, how you use your system will depend on what you need most. Typical uses are:
Choosing the right document management system starts with knowing what’s driving your need today.
You want to identify your top three to five top needs. You should also determine how many people will use it. Is it for everyone to use, or will it be limited to a small group or department?
Next, ask yourself, do you want a cloud or on-premise system? If you are inclined to on-premise, you’ll want to consider whether you have the budget for new hardware (if needed), and if you have the staff to manage the installation.
Then, do a little research. You’re doing this only to determine which systems you will want to invest the time to watch a demo. You might find a few webinars online that show specific uses for the system. These can be a good way to get a foundational understanding of how the system works. During your demo, make sure to see how the system will handle your top needs.
Even if a document management system looks perfect, there are several questions you should still ask, especially if you have a lot of files – paper or digital – that will need to be imported. You’ll likely have many more questions specific to your business, but these questions can help get you started.