What are the common pitfalls and challenges of a DMS project?

You need a roadmap or document management projects can go off the rails quickly. Start small. Get that right. Then expand. You can't boil the ocean at the beginning.

Too often organisations adopt a new DMS just because they heard that everyone uses them. I recommend them to pause and "start with the WHY", to quote Simon Sinek.

The key to any successful DMS implementation is a roadmap (as Paul said below). This is called a map for a reason, it shows the way-points towards the digitalisation destination. Typically you will start with one area of an organisation (for example Accounts Payable) and, lay out how you can maximise the ROI through continuous adoption across other business areas. AP offers both a defined, manageable and suitably complex starter for ten. Once you have achieved success in one area, you have a few champions you can leverage across the organisation to share the success story and begin another phase.

Knowing your needs is key. If your needs are well defined, won't get distracted by lots of features and functions that don't support your goals. This leads of over-complicating your systems, making them harder to use. Users tend to adopt the most simple, efficient way of accomplishing their tasks. Emphasizing simple helps prevent over-engineering your system and hurting adoption rates.

For a DMS system to work, the goal is for a successful project outcome. My Key ?? Points: Communication is the #1 Key! - with open communication and vision, everyone is working together using the same DMS system and approved Procedures, Processes & Templates. Training is the #2 Key! - include others in training sessions to aid in better understanding of the DMS system. Not everyone learns at the same pace. Be willing to learn! Collaboration is the #3 Key! - let others participate to voice their concerns and questions in a team setting. Teamwork is the #4 Key! - collective teamwork is knowing no question is stupid and you can count on your team for support! ?? ?? ??

An example of good user adoption is to bring them on board early in the project, much before it is actually implemented. Getting users to compete in choosing the internal name of the platform is a great way to get buy-ins. Training on exactly what users need to accomplish their work and be productive will help them feel more comfortable and avoid change refractors users

If you can find a DMS that's built from the ground up with integration in mind, this will make your life easier, and give you room for growth. After-thought integration tools tend to be suboptimal.

Ask if the system is integrated with your current security systems. Often a DMS is designed to be tied to your Windows-based security. If you have that side of your security nailed, you're well on your way to securing your DMS too. In addition, look into how your documents are stored. Are they in native format somewhere on a disc, or does your DMS encrypt the documents themselves prior to storage? That later is preferable.

Scalability and performance: The DMS should handle increasing document volumes efficiently. Poorly designed or configured systems may face scalability and performance challenges with large repositories or a high number of concurrent users.

Even though automation accelerates IT projects, deploying a DMS takes time to avoid failure. Plan accordingly and make sure to include all the possible risks.

Having Insufficient access controls, encryption mechanisms, and audit trails can expose sensitive documents to unauthorized access, compromising confidentiality and compliance requirements. Another challenge could be poor user experience design, including unintuitive navigation and complex workflows, that can hinder user adoption and productivity, necessitating redesign efforts and additional training.

Look at the other systems and processes you use. Try to envision how the DMS will work in concert with them. Better yet, see if your supplier has others working with similar systems. Rarely is a DMS used in a vacuum. It is part of a larger ecosystem. If it can get along; take advantage of the strengths of the other systems and augment them easily, you have a true force multiplier.

Onboarding an eDMS without making sure that your manual processes and procedures are stable and comprehensive will waste your resources.

1. Choosing the Wrong DMS: Selecting a DMS that does not align with the organization's needs, goals, or existing systems can lead to inefficiencies and challenges in document management. 2. Neglecting Document Backup and Recovery: Failing to back up essential documents leaves businesses vulnerable to significant risks, including data loss due to hardware failures, cyberattacks, human errors, or natural disasters. 3. Overlooking Document Retention Policies: Failing to manage document retention properly can lead to cluttered workspaces or compliance issues.

La gestión del cambio es crucial en la implementación de un proyecto DMS, ya que el recurso humano es el corazón de cualquier transición. Uno de los desafíos comunes es la resistencia al cambio, que puede surgir si el personal no entiende los beneficios del nuevo sistema o se siente incómodo con el nuevo proceso. La falta de formación adecuada también puede ralentizar la adopción y afectar la eficiencia. Además, una comunicación ineficaz puede generar malentendidos y falta de alineación entre los equipos. Para superar estos obstáculos, es vital involucrar al equipo desde el principio, proporcionar una formación integral y mantener una comunicación clara y constante durante todo el proceso.