Intelligent Document Processing

Roadmap for a Document Management System (DMS)

How to approach the implementation of a DMS? This roadmap will help you get started.
Jan Maenhaut
Jan Maenhaut
Consultants at work

According to the DMS experts of Amista, it is very important to approach a DMS implementation step by step and with a thorough plan.

1. Define a project manager and a key user for your Document Management System

A project manager (who may lead a working group or project team) and one or more key users have a decisive role in the choice of DMS software and its implementation.

Key users also play an important role in the change management process. By actively using the system, they also make colleagues enthusiastic about the changes that are in the pipeline. In this way, the DMS system does not become a black box after implementation.

2. Determine the objectives

No matter why you choose a Document Management System, it is very important to define the need for change and the objectifs. Once you have a clear picture of what you want to achieve, you can start looking  for the right DMS package.

Employees are motivated when they know what benefits the change will bring them.  In the case of a DMS, the benefits are: time savings, no more repetitive work and more space for people to give attention to what really matters.

3. Make sure the document structure is cleaned up

Sometimes, during the DMS implementation, the focus is too much on the new document management system, which distracts from the data migration. A simple transfer of the existing documents could lead to errors and inconsistencies.

The set-up of the new system should therefore be well thought out in advance, so that all current documents are examined. Don’t forget the physical mail, archive documents and e-mails. Make sure that this document migration is done carefully and cleanly, because the documents must be easy and quick to find in the future.

Tip: make an inventory per department and see which workflows you can automate.

4. Involve all employees in the implementation

Unfortunately, not everyone deals with a change equally light-heartedly. There is always the risk of resistance. This can only be overcome by involving employees and giving them insight into the process through training (even with an easy to use  low system such as Recomatics Smartdoc, a short training is provided).

Companies with well-trained users have a smoother transition. Employees who are insufficiently trained also tend to develop their own working methods. When training takes place at an early stage, employees will adopt the new system more quickly.

5. Test thoroughly during implementation

Check carefully whether the system does what it is supposed to do and whether your employees can work with the new tool. If that works well, you can go live with peace of mind.

It is therefore important to include regular tests in the implementation process. During these test moments, certain new requirements may come to light. In most cases, this takes the form of pilot projects, in which the DMS is not yet operational. In this test phase, the key users are absolutely indispensable.

Would you like to know more about the right choice of Document Management System such as RecoMatics Smartdoc? Or questions about guiding employees with a new DMS system? Contact an Amista consultant here.