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Document Management Software for Small and Medium Businesses - 8 Steps to Success Infographic

Document Management Software for Small and Medium Businesses - 8 Steps to Success ANALYSIS Define objectives Identify business processes 2 Which document-based business processes can be made more What will the business achieve by using document management software? efficient by using document management software? Enable Access Increase Efficiency Contract Management Promote Collaboration Reduce HR/Employee Onboarding Paper Enhance Compliance Review & Feedback Invoice Payment Routing & Approvals Determine delivery model 3 Should the document management system be on-premise or hosted? What are the key considerations for each approach? On-Premise Hosted/Cloud Pros: More control over infrastructure, no internet connection required, increased Customization possible Pros: Predictable monthly cost, access from anywhere. quick to deploy. low total cost of ownership (TCO), secure offsite storage, painless upgrades Cons: Costly capital investment in infrastructure, intensive use of IT resources, longer implementation time, hardware upgrades and maintenance required Cons: Perceived loss of control over data, reliance on internet connectivity, reduced customizability SELECTION AND PREPARATION Identify requirements What features and characteristics must be present in your document management system? Collaboration & Custom Metadata Activity Feeds Offline Backup 15-49 Time-based Alerts File Synchronization Search & Query Group and Role- based Permissions Microsoft Office Integration Tagging or full metadata selection? Demo candidate systems Prepare the groundwork Which emails get saved to document vault? What are the selection criteria? What is your timeframe and budget? How will your documents be organized? Who will have access to them? Taxonomy Kinds of documents Required metadata Groups Roles & permissions Syncing & backup Policies Budget/Timeframe Criteria Cost Ease of use Learning curve Affordable Right now Buy it! Full group security or limited access sharing? IMPLEMENTATION Accelerate adoption Configure business What do your users need to become productive with the document management system? processes Get started with the system What is needed to begin using your document management system? Start Install desktop tools collaborating Integrate with scanning and capture solution Enable single sign-on Add users via email Integrate with Microsoft Office and Outlook Bulk upload documents Communicate document management policies SUCCESS! Share documents Training * KnowledgeTree www.knowledgetree.com This work is licensed under the Creative Commons Attribution-NoDerivs 3.0 Unported License. To view a copy of this license, visit http://creativecommons.org/licenses/by-nd/3.0/ or send a letter to Creative Commons, 171 Second Street, Suite 300, San Francisco, California, 94105, USA. EEGE

Document Management Software for Small and Medium Businesses - 8 Steps to Success Infographic

shared by kcatoto on Dec 28
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Document Management Software for Small and Medium Businesses - 8 Steps to Success Infographic

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