What to Look For in Document Management Solutions

Hand writing good and bad sorting table with chalk on chalk board

Document management solutions come in all shapes and sizes--but which ones will be right for your business? Here are a few things to look for (and a few to avoid)!

The Good and the Bad

Let's face it: not all document management solutions are created equal. Some will be a perfect fit for your budget, needs, and workflow, while others will feel a bit like bending over backwards. But how do you tell the difference--and what can happen if you make the wrong choice? Let's find out!

The good

Good document management solutions have a few things in common. They will always be:

  • flexible,
  • affordable,
  • scalable,
  • creative,
  • environmentally friendly,
  • and, of course, efficient.

The key is to understand that, while these things will be part of any good document management solution, they may not always look the same. For example, follow-me printing is a solution that boasts all of these benefits and more--but those benefits look different than they do with, say, invoice automation. That's why it's best to start by deciding whether a certain solution fits you and your needs; the rest will come naturally!

The bad

Not all document management solutions are great. Some are simply a poor fit for your business, while others suffer from a bad provider. Here are a few things to look out for:

  • high cost of implementation,
  • frustrating learning curve,
  • lack of "green" approaches or tools,
  • no added visibility or transparency,
  • limited control,
  • and a one-size-fits-all approach.

While any one of these things can be irritating, all of them together create a bad document environment--and that leads to inefficiency, wasted money, low employee morale, and even poor customer service. That's why it's important to know what to look for in a document management solution--as well as what to avoid!

Looking for your own document management solutions? Contact us today for help sorting the good from the bad!