A well-implemented document management system (DMS) brings great benefits to an organization. Operating at its best, a smooth-running DMS helps your employees maintain focus, keeps your business-critical processes running smoothly, and enables your organization to deliver quick and efficient customer service. But there are several missteps that can happen in the design and implementation process that will hamper performance later.
What follows are three big mistakes to avoid when implementing a DMS. By learning from where others have gone wrong, you can avoid mistakes that limit or delay your return on investment.
Too many administrative assignments
Key to any DMS is determining proper user rights and privileges. Many companies randomly grant user administrative privileges simply because it’s easier than figuring out and mapping the hierarchy of roles and responsibilities within the organization. But the extra time and effort are more than worth it.
By limiting the number of administrative users able to access your entire system you help build and maintain control and orderliness within your DMS and your organization.
You also avoid the all-too-common occurrence whereby someone who had no business accessing a business-critical document alters or deletes the document altogether. The best practice is to begin with a small pool of administrators and only expand privileges on an as-needed basis. You can also designate only one primary administrator and then assign lower-level permissions to mid-level users when required.
Uncertainty about user licensing needs
Another oft-neglected aspect of DMS acquisition and deployment is a proper consideration of the best number of user licenses you’ll need in order to achieve optimal performance. Purchasing too few user licenses will negatively impact the success of your software and limit your organization’s ability to get the most out of your investment.
We often advise small- and medium-sized businesses to first plan a dedicated meeting with their vendor or DMS consultant for a thorough review of all the disparate options available to you. This review will include a look at the different types of users that interact with the software, each of their access and permissions levels, and how often they’ll be engaging with different tasks within the DMS.
Because the right number of user licenses varies so much from organization to organization, a good, comprehensive analysis will get you started on the right path.
Don’t just release your new DMS on your team without warning. It’s never a good idea to assume everyone will be on board and ready to start using new software properly and efficiently. After all, not everyone will catch on and interact with a new user interface at the same pace.
A good vendor will offer a certain number of on-site implementation training days for your team. Take full advantage of this. This training is not only instrumental in making sure everyone is comfortable using the new system, but it’s also a vital opportunity to ensure that the system is set up to match your exact needs in practice.
Companies that don’t invest in training early on usually end up requiring more assistance later, as the organization struggles to adapt to the new system. This is less efficient and can end up increasing your overall costs. Constantly referring to the help desk and googling tips and instructions cuts into productivity and slows down business processes. This is why training throughout the deployment process should be a top priority.
These are by no means all the considerations you need to take into account before implementing a new DMS, but avoiding the common mistakes is a good start. If you’re ready to implement a true DMS system with experienced and professionals, contact PaperSave today. Want to see our system in action before purchasing, we offer a free personalized demo, so you can have a first glance at PaperSave’s capabilities.
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