The value of an effective Document Management system

Identifying and Implementing an effective Document management system has been a pain point in many growing organizations. A true DMS system is more than just a computer software. It is the nervous system on which the data and information flows as per the need of the organization. It sets the boundaries on what has to be documented, indexed, controlled, shared, collaborated and archived and finally what type of software will be suitable. It doesn’t happen overnight, there is lot of hard work, planning and preparation as well as discipline of each and every individual of the organization to make is successful and adding value.

To put in simple terms, Small to medium sized companies need to focus on the following areas

1)     Organizational setup considering the business environment and assets of the organization which will influence the documentation structure needed for the business operations

2)     Suitability of the document management system based on the type of documentation, communication needs, tracking/sending, indexing, storage, retrieval, distribution, searching, reporting etc

3)     Easing and removing redundancy of the existing system if already available

4)     Assessment of training needs of employees and technological enhancements

5) Standard operating procedures, tools and templates based on the requirements and company’s needs