Document Management - Buyers Guide

Document Management Solutions - How to Choose

Document Management Solutions can be as diversified as our own individual needs. Each organization articulates different priorities, when it comes to the computerized arrangement of files. As a first step, we should assess our business's requirements for document storage space on an annual basis. There are alternating document storage solutions available for different volumes and types of documents. Defining our storage space demands will provide us with an estimated figure on the costs associated with hardware configuration, system purchase and maintenance.

Next, we need to determine the approximate number of users! The users we give authorization to access our confidential files, have the company’s trust bestowed upon them. Remember, that they are your appointed key-holders to the business's confidential matters, empowered with the ability to peek into several private documentations. Therefore, select the users accordingly! Furthermore, if possible, search for document management solutions that enable the implementation of partial access to documents, thereby preventing the leakage of information!

Imaged documents have become accepted versions of legal records with several authorities. In case your organization is seeking Document Management Solutions that meet the legal standards, the following criteria should be met among others: the availability of an accurate and reliable software system; the storage of documents in an unalterable format and the existence of an audit trail that would prevent the unauthorized alterations made in files.

All competent business document management solutions should be able to offer maintenance of the implemented system. Even state-of-the-art document management software systems require regular follow-ups and updates. Information technology is a constantly changing and expanding field, blooming with continuous new inventions. It is essential that the document management solution of our choice would follow the operation closely and would be available for frequent updates!

Finally, we arrived to the widest branching criterion, encompassing a large bulk of determining factors in our selection of the most suitable document management solution: the system’s ease of use. Ease of use on one hand refers to the physical aspects associated with document management. Portability for instance would be significant in case we require access to our files also outside the office environment. On the other hand, compatibility with existing systems would be crucial in case our office already invested in certain technological features. In that case, we should select among Document Management Solutions that guarantee the system’s redundancy.

The above factors can serve as our compass when shopping for document management solutions. Once we created a shortlist of companies that satisfy these criteria, we may request quotes in order to compare and contrast services and prices. Remember, that cheap technological solutions would yield poor results! Investing in a professional document management system is a cost-effective long-term solution!

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We needed to outsource some pre-sales work to a telemarketing company and I dreaded the search process. I knew it could take days to find companies, and then repeat my basic needs to each and every one. Filling out your form and having them come to me was a huge time saver. I hired a company in a week and so far we've been very pleased with the results.

Stephen, Buyer
New York, USA