Getting ready to implement EDMS?

What should we be doing to get ready for implementation of an electronic document management system?

Question was recently asked by a customer.

Response:

Where do we start? I was thinking back to the days when I was working for a large company and we were preparing for the implementation of a software program to manage both our electronic and paper documents. What were some of the key areas that we worked on to insure a successful implementation? What were some of the surprises that we found in implementing the system? In this article I will provide you with a few key areas that will, if properly done, make the transition to a document management system smoother.

Key Areas:

§ Records management module
§ Current users
§ Data Conversion

Records Management Module

Believe it or not; not all software programs that were advertised as document management solutions have records management functionality! While the system may have the ability to store, retrieve and ultimately reflect the destruction of the document, it may not have the document retention portion built-in. If I was still in the early stages of the selection process I would recommend, at the minimum, reviewing the U.S. Government Department of Defense website http://jitc.fhu.disa.mil/recmgt/register.html that has the DoD 5015.2-STD Compliant Product registers of companies that meet their minimum standards for records management software. The website also has information on records management requirements and testing methods. It’s a good starting point in the selection process.

Current Users

I cannot overemphasize the utilization of outside users of the software as a resource on the pros and cons of the document management system. I have been surprised over the years at the number of companies that have purchased EDM software, but are not using all of the capabilities of the program. Many, if not all, of the major vendors provide the names of users and may have established user groups for their customers. If a user group does not yet exist, I would cultivate a small group of users who would be willing to share information. If you and others in your group of users find that something doesn’t work or may have recommendations for improving the product, let the vendor know. About a year and half ago I was working with a product that did not have the capability to sort the information in the system to review retention data and file classification. When I brought it to the attention of the vendor they included the recommendation in the product update.

Data Conversion

Without a doubt the conversion of information from an old system to the new is probably one of the big money makers for the vendors. If the information in your current system has structure problems (consistent file titles, names, places, etc.) and/or you have used symbols ( /, @, ( ) that may not be recognized by the new system, or just plain errors, the conversion process maybe quite costly. Remember the old saying “GIGO” (garbage in, garbage out)? If your data can be reviewed and corrected, try to do it before the vendor conversion process. Remember, they may charge by the hour. I have talked with many users of new EDM software and some have elected to re-key the information into the new system because the information was in such poor condition originally. When the data is clean the transition will be much more effective.

The key to the success of any project, including implementation of an EDM system, is trying to minimize errors that may occur. In this particular case, try to anticipate problem areas prior to implementation.