It is very easy to jump on thePromoyze
Personal Review "paperless" software based document management bandwagon, but for many businesses it simply is not worth it.How do I know what the right document management solution is for my business?You need to consider whether the solution you choose will actually be used. It is not uncommon, especially in a small business, for software to be purchased and then shelved. If the solution you choose is simply too complicated, or really does not have much potential for improvement over the current system then you may want to stick with your current system. You will need to appropriately measure the benefits to your organization, this is not something to rush into.
Another factor to consider is the difficulty in moving all the documents in your current system over to the new system. In some cases it may simply take too many hours to do so, you might want to switch over in phases, and place only certain categories of documents in the new system. Then incrementally switch all your companies documents to the new system if you decide to go with an electronic document management solution.
Something else to consider is whether employees will need to be trained to use the new system. While the IT department may tell you that the new solution is easy to use, you should try to get the feedback of those who will actually be using the system. You may lose considerable hours, or even have to increase the size of your support department if the system is too complicated.
With this being said you should not follow the advice of a consultant who may not have your best interest at heart. You do not need to go for a paperless solution simply because many other companies do. It could do more harm than good.
Another factor to consider is the difficulty in moving all the documents in your current system over to the new system. In some cases it may simply take too many hours to do so, you might want to switch over in phases, and place only certain categories of documents in the new system. Then incrementally switch all your companies documents to the new system if you decide to go with an electronic document management solution.
Something else to consider is whether employees will need to be trained to use the new system. While the IT department may tell you that the new solution is easy to use, you should try to get the feedback of those who will actually be using the system. You may lose considerable hours, or even have to increase the size of your support department if the system is too complicated.
With this being said you should not follow the advice of a consultant who may not have your best interest at heart. You do not need to go for a paperless solution simply because many other companies do. It could do more harm than good.
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