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Considering a Document management system? Read this first!

Read this first!

By Hellen Lubanga

So you have decided on looking into adopting a document management system for your business? That is a great decision, as Document management systems help ease workflow, boost cooperation and improve productivity.

However, what most people forget is that your company can only fully reap the benefits of a DMS system if you carry out a thorough study on how the implementation of the software would directly affect and merge with your current work processes. 

The research meant to be carried out prior to the adoption of any new software is known as a feasibility study and can be helpful to determine which software choice would work best for your team and your company. In this article, we shall look into the most important feasibility studies you should carry out before adopting any DMS software.

1. Economic Feasibility

Before adopting any Document management system, the software first needs to demonstrate economic feasibility. That is, it should be able to illustrate that its application would perform positively under a cost-benefit analysis. A cost-benefit analysis is a technique used to compare the total costs of a progamme/project with its benefits using a common metric such as monetary gains. It will serve you well to remember that though making a profit should be the aim, other metrics are just as important to consider.

Any DMS software you are looking into should outline how its use would boost the effective running of the company and improve the service customers receive.  Being able to carry out your day-to-day processes more productively means you will be able to drastically minimize wasted work hours by eliminating inefficient collaborative processes.

In the world of commerce, it is believed that time is money, therefore by working more efficiently you stand a higher chance to see a positive effect on your returns.

2. Behaviour Feasibility

Behavioral feasibility studies help evaluate your employees’ needs and requirements in regards to the incorporation of the DMS software. This is important as it helps determine if any more resources would be required to onboard the system. A new system could mean the need for extra training/education of how the system works, changes in employee Job-status, onboarding of new staff to help manage the system, changes in responsibility/tasks, etc.

Preparing for all instances in advance helps reduce hesitance and pushback among employees and promises a smoother adoption and uptake of the new software.

3. Technical feasibility

Technical feasibility focuses on the organization’s existing IT systems; that is the hardware and software currently in use. The study is meant to determine the extent to which the DMS software is compatible with the systems presently in place.

A technical feasibility study is important in that It analyzes and determines whether the DMS system can be supported by the company’s existing technology or not. The analysis helps determine whether current technical resources should be upgraded or added in order to ensure that the DMS can fulfill all the needed requirements. It additionally ensures that the Document management system providers can give appropriate responses to the extent of which the DMS being provided can support technical enhancement.

4. Timeline/Schedule Feasibility

A timeline feasibility study also known as a schedule feasibility study helps determine whether the document management system can be fully implemented within a specific time frame. This study is meant to verify and validate whether pre-determined deadlines are feasible and if there is room and resources for re-strategizing in case of any unavoidable delays.  

5. Requirement analysis

The intention of a requirements analysis is to understand exactly what a company would need from The DMS system.This way the company is able to outline clearly what they need the system to do for them when having a conversation with the DMS providers.

The question that arises during the requirements analysis phases is:

  • What are the problems that need to be solved by DMS?
  • Why is it important to solve the outlined problems?
  • What solutions to the problems do the DMS offer?
  • What data inputs and outputs must the system be able to accomplish?
  • What possible hurdles could arise from trying to solve company-specific problems?

With this in mind, you are now ready to start your DMS search journey.

Reach out to Cadtech Services Ltd today and begin your Digital process journey.

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