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Selecting the Proper Document Management System for Your Organization

An IT Guide to Choosing Electronic Document Management Software

Tips for Making the best software choice for your business

When you're ready to make the move to fast, reliable electronic filing, you're ready to make an investment in electronic document management software. There's a wide range of features and functionality to consider. Here are some tips to help you make the best software choice for your business.

Can it Run in Your Current IT Environment?

The best investment in electronic document management software is the one that gives you the most compatibility with the widest range of hardware and software platforms. This ensures seamless integration into your business. And it should also give you the flexibility to manage and store documents in the file formats that you choose. Do you have the right operating system, processor and RAM requirements to run the software? Do you have the required disk space needed to accommodate the software and electronic document storage? Is the software compatible with your network? Does it support the authentication that you're currently using? Will it work with your CRM and ERP databases?

Is the Software Scalable?

Can your electronic document management software scale to meet your future requirements in terms of number of users and amount of electronic document storage? If so, how does it scale and how does scaling it impact your cost of ownership?

Can You Deploy and Manage it With Available IT Resources?

Unless you are looking to increase your IT staff, be sure to choose electronic document management software that can be deployed and managed by nontechnical personnel. This way, the system can be customized and managed by the employees using the system and you can keep IT staff focused on more business-critical IT initiatives.

Is it Easy for All Employees to Use?

If you deploy electronic document management software that's too complex, your employees won't use it and you won't see the benefits of your investment. Even though your employees have a wide range of technical skill, it's best to keep your document management solution as simple as possible so everyone in your company can benefit from it. This is especially true when it comes to performing basic functions, like saving files to the system and searching and retrieving files from the document repository.

Look for a solution that offers an interface that takes maximum advantage of what users already know, for example, by providing an interface that allows them to access the document repository and other document management features by using the standard applications commands like File, Open, and Save that they already know and use every day. Choose software that includes tutorials and on-screen assistance to help nontechnical users get the most out of the system.

Does it Have Industry Validation?

Look for electronic document management software that has industry certification and outside validation, such as a broad selection of customer references and case studies. These software solutions are more likely to deliver the best-practice approaches you're seeking.

Does it Provide Adequate Training and Technical Assistance?

You should have easy access to detailed instruction manuals for setup and use of your software, written in easy-to-understand language that anyone can follow. Should you run into specific technical issues, be sure that the company offers customer support and training to ensure that you can get technical help quickly.

Can You Try it FREE Before You Buy or a Money Back Guarantee?

The best way to evaluate electronic document management software is to try it FREE and test-drive it in your specific business environment. Start with a small deployment in one department. If that goes well, try rolling it out to other departments. If you like what you see, take the next step to purchase the full-featured copy of the software. M-Files electronic document management software is highly compatible, flexible, easy to use, scalable and industry-approved:

  • Microsoft Gold Certified Partner
  • Autodesk Authorized Developer
  • Compatible with Windows 7
  • AIIM Trade Member
  • ARMA International member

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