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Common mistakes when implementing a DMS

A document management system (DMS) can play an important role in facilitating effective collaboration in an organization. PaperSave, for instance, lets users organize all their documents and data in one place. Having a central repository not only makes it easy to store and retrieve relevant information, but it also speeds up workflows, improves accuracy, and provides round-the-clock access to files from anywhere in the world.

However, implementing a DMS has its fair share of challenges. Let’s take a look at three common mistakes businesses make when deploying a DMS solution and how to avoid making them.

1. Oversimplifying DMS use

Some IT teams roll out their DMS as if it were an app like Microsoft Word or Intuit QuickBooks. They purchase the software solution, install it, and let employees use it as is. This is because the default interface and functions of a DMS are fairly straightforward. Users can easily create a document, rename a file, delete a folder, or perform any other basic document management function once they open the software.

However, some IT leaders may not be aware that a DMS is a platform that comes with a host of other capabilities. Features such as smart search, version control, and workflow automation can be configured or coded into a powerful solution that meets all your document management requirements. For example, PaperSave can be programmed to recognize invoices and automatically route them to the right user. It can even be set up to ensure that invoices are always processed on time.

The key is to develop a document management roadmap in which your IT team identifies the DMS features that will benefit your business, then prioritizes them based on impact and feasibility. By maximizing the capabilities of your DMS, you and your team can provide better service to your partners and clients and offer faster turnaround times.

Having a central repository not only makes it easy to store and retrieve relevant information, but it also speeds up workflows, improves accuracy, and provides round-the-clock access to files from anywhere in the world.

2. Overcomplicating DMS use

In an effort to prevent underutilization, some IT teams design implementations that maximize the available features of their DMS. For example, they define a wide variety of file types with several metadata fields, develop workflows that span multiple areas, and create user interfaces with an overwhelming array of options.

IT leaders may think that all users understand the nuances of document management and how these different DMS features contribute to the whole process. In reality, the majority of employees just want to get their work done and do not have the time or patience to fill out metadata or take care of workflow tasks that won’t benefit them directly. In the end, this approach to DMS implementation only makes the software solution more complex and difficult to use, which is the opposite of mistake no. 1.

It’s important to strike the right balance between a simple and a complex implementation. This means figuring out which functions or buttons are most necessary for a particular role or process and doing away with impractical features.

3. Forgetting about change management

Many businesses forget to factor in the change management that goes hand in hand with a new implementation. IT leaders shouldn’t assume that employees will easily embrace the new system; rather, users need to prepare, support, and help individuals and teams in adopting these organizational changes.

It’s well worth the time and effort to provide in-depth and hands-on training to everyone in your organization who will be using the DMS. You could even partner with an expert in the implementation of new technologies to ensure that the entire process goes smoothly.

PaperSave is a robust DMS solution that removes the complexity from document management, effectively saving your business time and money. Discover the many ways PaperSave can boost the efficiency, flexibility, and security of your business by scheduling a free personalized demo today.

It’s really easy now for employees to create their expense reports. From the app or their computer, they just select the expense lines they want to include on the report and submit it. It then starts routing automatically through the approval process we’ve set up.

— Joe Crupper, CPA, Director of General and Trust Accounting at Free Methodist Foundation

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