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What is a good document management system to be at the core of my project?
I have a mid-sized office that is looking to go completely paperless within the next year or two. I’m looking for a good document management system to be at the core of this project. Any suggestions or starting points?
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4 Answers
Take a look at Microsoft's Sharepoint Portal Services, it comes standard with Microsoft Windows 2003 Server Editions and Microsoft Windows 2008 Server Editions. It's an awesome highly customizable suite, you can also find it hosted out on the cloud and can integrate into multiple Microsoft Suites. As per imaging, get a good old scanner that can scan to pdf, and instruct your local employees to print to pdf all of the pdf utilities you can want and hope for are free on the web!
Document Management needs to tailored to your needs and workflow, not to mention fit the bill (cost). If you wish to share your location (city/state). I can put you in the right direction.
There are some "easy" answers to this question that inevitably won't be the "right" answer for your company. Document management systems almost always have to be chosen and configured for the industry. Yes, paperless is paperless but it always has to be implemented with a phased approach and there are some specific document management systems for particular industries like education and manufacturing to name a few.
To answer you directly and give a reasonable recommendation I would need a lot more information. Does the company already have an ERP package? What is the core business? When you say completely does that include things like client invoicing? What about legal considerations like Sarbanes-Oxley, FERPA, or HIPPA? There are other considerations like how many employees will need to have access to the system and how geographically diverse is the company with how many locations?
That's a start on the kind of information I need to make a suggestion along with the timeline and budget.
It sounds like a simple question but when you are talking about business, you have to make sure it's usable, scalable and meets the business paradigm.
Diane Pencil
When looking at content management system it is essential to be clear on what you are looking to gain . is it really Content Management or is Workflow Management or even full Business Process Management part of the vision or already "configured" in the enterprise? Some historically competent content management systems have next to no workflow support and modern ones may require 3rd party add-ons to automate classification or retention/compliance/deletion policies. Be as granular as you can in the matrix/scorecard decision process being used as this should allow you to differentiate functionality and the value to your organisation of having/not having the differentiators between vendors. At one end you could end up with a base Sharepoint installation and out of the box workflow to the other end of the scale with a Isis Papyrus or Filenet p8 with all the whistles and database archive and MDM but critically you will know the value of that decision not just its cost. The next challenge is to accurately document the current position. Simply porting a poorly defined and understood file system will end up in a poorly defined and confusing content management system
http://www.centiq.co.uk/blog/blogger/Alastair%20Williams/
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