There are many different excuses for not considering a document management system. Some of the more common ones all revolve around change:
- “change is expensive”
- “we have to prioritize our expenditures and that document management isn’t near the top”
- “we don’t want to change the way we do things – if we need to find something, we can.”
As we all know, humans are generally afraid of change. We also know that the only thing constant is change itself – so the successful adapt and change. Leaders in any industry have all adopted some sort of document management system. It seems like no matter how simple or complicated your business process is, all have greatly benefited from a document management system. The hard truth becomes that in order for one to plan for the future, one needs to be proactive. When document management has been integrated with content management and workflow, the result is Enterprise Content Management. In a nutshell, this encompasses all of the issues related to use and preservation of data within an organization in all of it’s forms. The Association for Information and Image Management (AIIM) International defines Enterprise Content Management (ECM) as;
“Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization’s unstructured information, wherever that information exists.”
While one uses the above ‘reasons’ in resisting implementing a document management system or putting it on hold, one should also consider the numerous benefits of such a system. It is essential to identify the major points of pain in a company. Benefits of ECM include: cost reduction, security, disaster recovery, compliance and risk mitigation, and efficiency improvement. When choosing the best specific system for one’s company, the following criteria should be considered: ease of use; ease of integration with other enterprise systems; and ease of implementation.
Once the numerous aforementioned benefits are considered and analyzed, the decision should be clear to move towards the implementation of an ECM system and in doing so, filing the excuses away forever.