So your company wants to upgrade to a cloud-based document management solution.
The plan looks enticing—especially with great features like remote access, custom
workflows and automations… but there’s something standing between your
organization’s present and its future: Change.
We understand that moving to cloud DMS can be an extreme and daunting jump. We’re
here to help you. In this post, we mention a few things you should consider well in
advance of switching to cloud-based DMS. Read on to make your change smoother.
Business Needs
As an organization looking to upgrade to cloud-based DMS, your first step would be to
figure out your business needs to be fulfilled by implementing said DMS. Start by listing
down the drawbacks of your current system (you may be a non-DMS company, or you
may find on-premise DMS limiting).
After putting together a list of drawbacks, make a note of the DMS features that you
would require to solve these issues. For example, OCR and custom workflows can help
automate your current document life cycle.
Pricing
Now that you have evaluated your business needs, you will have to pick out a plan that
suits your budget. Cloud DMS plans are known to be on the lower-end (while being cost
effective), but based on the features you require, your costs can scale up.
Firstly, consider your required storage space. Then move onto the number of users,
primary and secondary features, professional support, and so on. Make sure you also
inquire about costs that come with scaling up your plan and recurring maintenance
expenditures.
Security
When choosing a DMS, pick a provider who specializes in handling industry-specific
cases like yours. Since regulations vary with industry, implementing a DMS that is
compliant to these industry-standards is the right way to go.
Along with standard security features (see: encryption, two-factor authentication), ask
your vendor for advanced security solutions that are specific requirements within your
industry. This way you can rule out any worries in terms of document safety.
Employee Training
Implementing a cloud DMS is basically like introducing a new vital software to your
average employee’s workflow. To make sure that all of your employees are on the same
page with regard to operating a DMS (and the functions that come with it), employee
training is essential.
Jumping into the field of cloud-based DMS can be overwhelming (even with these
considerations), and as industry experts we totally understand the customer’s
apprehension. At Hridayam Soft Solutions, we’re always available for a call; ask us
anything, including guidance regarding pricing, plans, and more. Contact us here, or
read more on our blog.