It is a fact that no two organizations can be the same in terms of size, workforce, and requirements. An organization that uses or wants to use a document management solution should always incorporate the one that’s best tailored to their requirements. This is a basic— but quick — rundown on the three major factors that should influence your decision while choosing a document management solution, provider and plan.
1. Storage
Since the major role of a DMS is to work as a repository for your files, it is necessary to calculate the amount of documents present in your organization. This means every applicable document at hand—be it physical or electronic—must be taken into estimation. Of course, this specifically applies to the files that can and will be added to the system when you do settle on a DMS.
Moreover, evaluate the expected growth of your organization over time. Most DMS vendors are equipped to scale up or ramp down storage offerings over the years, as per your needs.
It is highly recommended that you choose a DMS which has good customer support; a good DMS vendor will know to help you make the best decision for your organization, all with your input and cooperation.
2. Number of Users
The number of users in your organization highly influences the provider and plan of DMS you choose. This number should not just be a ballpark figure; how many employees will actually be users? Are you outsourcing any people who will need access to the DMS? Will you have clients who need credentials to access documents and files?
A DMS like ShareDocs Enterpriser works on the concurrent user license model. This means, you pay the license cost for only a fixed number of users who would access the system at one time. Advantage for you - as you can have more number of users accessing the system at different times in the day! However, there’s a lot of calculating to do in order to get a figure that will help you make the right choice when choosing a DMS. You can also contact a DMS vendor to ask them to help you figure what plan works best for your organization and its size.
3. Accessibility
As organizations begin to grow, they’re likely to expand and develop in multiple locations. Document management solutions are qualified to handle situations like these. While handling storage and synchronization, choosing a good DMS can help improve productivity in companies that have multiple locations, through communication systems and automated workflows.
Whether or not your organization needs flexible document management, remote access and connectivity, largely influences your decision. If you are curious about other variables that come into play, you can read up more on our product blog. If there are questions you need answered, or just general advice, feel free to contact us here.
Choosing a DMS shouldn’t be hard; with the right resources and help, you can find your organization’s perfect partner.