As a college we have been considering document management for a number of years and we have been very careful to brush off numerous attempts by venders enticing us into a dark netherworld of document management.
In my opinion there are only two occasions when it’s right to venture into document management.
- When your business absolutely demands it, (i.e massive volume of paper or to produce a body of evidence, or significant cost saving.)
- When it can easily be down without entrapment or risk, and there is sufficient information to show that it will improve the business process.
Cost Saving: Significant cost savings are suggested by most vendors.
Speed and Efficiency: I understand how and why technology offers significant improvement, however if not done well it easily introduces unnecessary problems and frustration.
Continued archival requirement: You will always need to keep backups and archives, this comes at a cost. Once you venture into document management, you will need to manage and keep managing a number of additional systems and software.
Staffing: Every new system brings with it a dependancy on staff and skills, I like to cross train my staff, this is not always possible.