4 Questions To Ask A Document Management Service
If you're an organization with an ever-increasing volume of documents at your office; Memos, blueprints, photographs, organization charts, minutes of meetings, plans, accounts and budgets… PHEW, that's a long list. You've probably thought about using an alternate way to store all the paperwork to ease your paper worries.
Your research may have introduced you to a miraculous service that has become a critical aide of numerous organizations looking towards reducing their paper wastage and to store their critical documents — a Document Management System.
The following article highlights important questions to keep in mind when on the lookout for the best document management system provider:
1) How Long Have They Been Operating?
It is important that you figure out how long the company of your choice has been functional. Although startups are enthusiastic and try to get your business with the best possible pitch and determination and stars in their eyes, it's a good idea to stay away from startup companies who haven't been around in the market too long to defend their capabilities.
We aren’t saying that the companies that started in the '90s and 2000s are the ones you should choose, and they will always be better, but experienced organizations and teams have a reputation that they’ve built around their services and products.
It's safer to choose a company that has been in the arena for a long time so you know that they are experienced and that they won't run away right after you sign your contract with them.
2) What Are Your Requirements?
You need to know your requirements when you opt for a document management system. Do you require technical, regulatory or legal assistance? Also, determine where you will need any security for the stored documents with authorization to a limited number of individuals or at certain stages of your processes. Eliminate all options form your lists that do not comply with your requirements.
3) Do They Provide Assistance?
Remote or on ground assistance is an essential aspect of professional services that doesn't only enhance the value of service providers in the eyes of the customer but also provides a pillar to rely on when customers need help. Customers prefer companies with support services available 24/7 and in case these services are provided in-house, customers can reach out whenever needed.
4) Are Their Services Within Your Budget?
Costs are an essential aspect of any service or product you choose for your origination. Try to investigate how the company doe sits pricing. Some companies have modules, costs divided into parts, making it complicated to assess the actual cost of a service. Make sure you have full knowledge regarding the pricing strategies before you opt for a document management service.
Your effort should be towards locating the simplest service that fits your requirements, and your budget!
Parting Words!
Once the list has been finalized, contact each of the service providers and send them RFP (Request for proposal) listing details regarding the proposed solution and the plan with supporting costs and calculations.
A good idea is to ask the companies for demos to allow you to use a demo of the shortlisted services to gain practical knowledge and to understand how they can be customized according to your organizational needs.
Most service providers have prepped for this query using “proof of concept demos” that are a mock model of the actual service and allow you an insight into the service and its processes.
Although this may seem a lot of hassle for an unimportant service, however, document management systems are taking over the corporate world, and if you want to be a part of it, it's better to switch today!