In this article I would like to share a few thoughts around implementing a document management system. A lot of times in early stages of an implementation, during our business assesment, we get queried around document issues. Going a bit further in the discussion we need to explain that the strategy nor the system is not really about the ‘documents’ as such.
Documents carry information and most likely the reason of implementing a strategy or system is to maximize the value of this information and not necesarrily the documents. However documents are often the best physical representation for people to get started. The parito principle, or the 80-20 rule (the law of the vital few) is a good point to start from : Concentrate on 20 % of your documents and get 80 % of return !
Focus on the vital documents and processes, those who are essentials for your business.
Some questions you might want to consider
Do not underestimate the effort you need to put in there. You might find some documents who are rarely used or even not used. Probably they are even more a problem on itself. Dare to elimate those during the implementation.
Some customers tend to rely on the vendor experience to deliver a turnkey, highly technical system to solve their processes and document issues. While there are some “best practices” associated with a basic implementation, processes can vary even within an organization, from department to department. Should the vendor run its implementation solely ? The answer is NO ! The implementation should be a partnership where an active participation from the keyusers is required to express their needs and where the vendor translates those needs into an automated system.
Consider running a ECM project and want to get it right from the first time ?
Feel free to contact us
One of the professions that can benefit the most from the implementation of a Document Management System (DMS), is undoubtedly the accountant or bookkeeper. Just think of all the printouts of documents, purchase and sales invoices delivered by customers. The best way to tackle this problem is to implement an automated, digital archiving system.
Below are summarized the benefits and how such a solution could also help you :
Digitally store documents in a fixed structure, will give you enormous gain of time to retrieve them. E-mails belong also in a DMS system so you immediately have the correct mail at hand when you need it.
There are only a few accounting systems, which also provide true digital document management for your office. Solutions on scanning and managing purchase invoices are the most well-known, but did you know that a Document Management System can be integrated into your accounting software to build your permanent and yearly working papers ?
Everyone agrees that the role of the accountant is changing rapidly. Technology has taken over part of the work of the accountant / bookkeeper, it is time for the accountant of the future!
Surrounded by the right technology, you will be able to assist your clients whenever they need it. You as an accountant delivers the right information quickly and correctly, however, processing accounting documents is a side issue, advice on the other hand rather substantially. A reliable Document Management System is vital to get organized and efficient and it is just part of the whole information chain in your office.
By using flexible workflows you can, after all, perfectly fulfill all quality obligations regarding money laundering legislation or client acceptance procedures.