Coleman Data Solutions
Tips for Choosing Top-Notch Document Management Software
Document compliance management. These three words invoke something akin to panic for even the more organized small business owners and freelancers. Managing paperwork and information seems like it should be a rather cut-and-dried affair, no hand wringing required. But know that management consultants will tell you that document management is difficult to get right. Oh, there are statistics to back up this evaluation.
Brother International Corporation surveyed small and mid-sized businesses and found that each worker spends about 76 hours a year looking for things they cannot find. Brother also did some quick calculations and found that over USD 177 billion is lost every year as the direct or indirect result of searches for temporarily missing items – like documents and files. And this is to say nothing of the legal risks incurred if your document storage system does not adhere to the most current government regulations.
The truth is that there is no need to panic. Market demand has done its job and there are several topnotch document management software packages that can get even the lateral thinkers among us managing information like a pro. This article points out three questions you should answer before choosing document management software.
Does the document management software allow you to manage the compliance of your documents using your business network?
There are some rock star document software packages out there that will help you manage documents and streamline information just as you want to, but fall short when it comes to managing in-house compliance. Take Clarizen - this software has won awards and is consistently rated as intuitive and smart by its considerable number of users. The downside is that it is a web-based application that cannot be used in your business network to monitor document compliance.
If you own or operate a business that has basic compliance issues, you may want to check out Clarizen. If your compliance issues rate higher on the complication scale, you need to keep looking.
Does the document management software package have a solid history?
Software such as DoubleCheck has been around for a decade and has a proven track record when it comes to evaluation of a business’ compliance issues and installation of a system to monitor compliance on an ongoing basis. Intelex, a rival firm, has been providing similar services for two decades. There is no shortage of established software firms that offer stellar document management software. If you do your homework, you will find them.
Does your sector require a specialized approach?
If you own or operate a company in a highly specialized market segment, such as health care, you will want to choose a document management software that has been developed to manage its specific needs. Period.
Does the firm back up its document management software with professional customer service?
As you compare document management software, consider the level of customer support offered. Firms like Intelex have developed a user-friendly platform where clients can connect to other clients and to Intelex professionals. Other firms take different approaches. Ask yourself how you’d like to resolve any potential issues with your document management software and select a firm that best matches your needs.
To summarize
Managing documents properly is a key to the success of a small taco stand on a dusty road or a robust engineering firm that sits on an industrial park outside a metropolis. Luckily, document management software can get you where you want to be and keep you there.
If you own a small business in an industry where compliance issues are at their most basic, you may want to look at a web-based system similar to that offered by Clarizen. If your business is more complex, you will want to sign up with a firm that is practicing in document compliance in your specific industry.
We advise shopping around. We advise asking for trial periods so that you can take your software out for a test drive before you make a financial commitment to it. We advise that you consider a firm's experience; you want a firm who is up and running with a solid track record. Happy hunting.