While you might be eager to get started with the first DMS you come across, there are a few core considerations you need to take into account before committing to a system. Comparing these features will save you a lot of time and money in the long term.
1. On-site vs cloud-based
On-site document management systems require the use of your company’s servers and storage space. It usually also means you’re responsible for the maintenance of the system and the security of your documents and data. A benefit of an on-site system is your business has full control at all times and you’re not relying on an outside provider. Of course, there are costs associated with this, both upfront and ongoing, like annual software updates and secure backups.
On the other side, there is a cloud-based SaaS (Software as a Service) system, which is hosted by your software provider on their servers. Generally, there are lower upfront costs associated with this option and your business is more likely to pay a monthly or annual subscription fee as an operational, instead of capital, cost. Your provider will take system maintenance, software updates and security off your plate, and your team will be able to access the system securely from any device with an internet connection.
2. Integrations
Does your business have software applications already in use? You’ll want to consider whether these programs need to integrate with your new DMS. Some valuable integrations will likely be your email client, customer relationship management (CRM) system or ERP software.
3. Onboarding and support
Onboarding a new system is not a small task. You’ll want to consider how long it will take, how it will affect daily operations and whether you have the internal capacity to manage it yourself. Depending on the answer to these questions, the level of training, ongoing service, maintenance and support provided by the vendor could be a dealbreaker when comparing DMSs.
4. In-house expertise
Think about how much expertise in document management your employees currently have and if you will need to upskill your staff. If the levels of expertise are low and the resources (or aspiration) to upskill aren’t there, you’ll want to look for a system with excellent ongoing support, user-friendly design and preconfigured workflows to make the transition as seamless as possible.
5. Cost
Depending on the solution you choose, there are different pricing structures you may ceome across in your research. These include:
- Subscription plans (month-to-month or annual fee) – costs vary depending on conditions like number of users and level of support provided.
- Self-hosted solution costs (perpetual licensing) associated with your own servers, storage and maintenance.
Also, remember to take into account the costs affiliated with implementation, training and ongoing support and maintenance.
