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What is Document Management system (DMS)?

Everyone has a “Favourite” system most people will recommend based on a small understanding of a feature, visual or concept of what a system can provide, or due to a friend saying “it for them and was easier”, not having all the system information. the Document Management system (DMS) is an automated way of organizing, securing, capturing, digitizing, tagging, approving, and completing tasks with your business files.

Why do you need another system or a new one?

Many new systems seem faster, easier and cheaper until you examine functions like for like, not to mention the migration out/out of systems. Back end architecture, alignment and setup of taxonomies, all the parties in the company to provide user requirements and alignment, UAT testing, verification of the data for migration.

Although most document management systems store data in the cloud, a DMS is much more than just cloud storage. Because advanced document management systems, like eFileCabinet, handle the large amounts of paper flowing into your business for you, you can spend time on the work that you love.

Document management system


Usually, in reviewing these processes, you will find the users are not using the system to the fullest extent (require training) and or many files have been kept (duplication) that require clean up, archival and/or
retention.

I would know this Document management software:


1) Is your current system meeting all the business requirements?
1b) Do you have all the business requirements from each unit to ensure the system meets their needs
2) Why was the iManage recommended (ask the recommend-er – what features appealed to them.)
2a) Is the recommender trained on the current system Edocs enough to know all the features it provides
(usually) they are not aware your system can do the same thing?
3) Then compare the recommender’s wish list to Edocs to see if the features are available (if you do not have the same features contact your Edocs Rep to see if they can be made available).

4) E-docs contract has a migration out a policy with costs associated to map the taxonomy and files out?
4b) Do you have the staff and time allotted to plan a road map and perform that work?
4c) Is it budgeted in?

ERPcaLL may be your best DMS where you can easily manage your documents and link with your other activity like-

  • 1- Projects
  • CRM
  • Sales
  • Purchase
  • MRP
  • MO
  • Helpdesk
  • Support and many more..

Good luck!

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