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www. o nw i n d ow s . c om

D

ocument management systems can be a

fantastic asset for companies that process

a high volume of invoices and are looking

to automate current tedious, paper-based and

inefficient processes.

However, choosing a solution is not as easy

as selecting the right brand of apple juice at the

grocery store. It takes deliberation, input from

various decision makers at your company, re-

search, budgeting and time. Knowing which

questions to ask – both yourself and potential

vendors – is key to making the right choice.

Questions to ask yourself:

What goals do I want a document manage-

ment system to accomplish?

Some great goals

include eliminating paper, minimising mistakes,

eliminating manual data entry and reducing

labour costs. Your goals will be unique to your

organisation, and to each department. With that

in mind, it’s important that you collaborate with

others who will use or be affected by the new

document management system to discuss what

their goals are too.

What’s my budget?

Prices vary considerably

from system to system, and many times you will

sacrifice functionality for a lower-cost solution.

Keep that in mind when choosing how much

you would like to invest, and remember that

your investment will likely result in a consid-

erable return. Before you even start talking to

vendors, you’ll need to do some investigation on

the price of different software solutions, as well

as costs outside of the actual software itself. Ad-

ditional costs will need to be factored into your

budgetary constraints. For example, does the

vendor charge extra for support? Training? On-

site consultation? Will you need to invest in extra

time for customisations to the software?

What information can I gather about poten-

tial vendors?

Buying a document management/

AP automation solution is like buying a car – it

takes considerable deliberation and research be-

fore settling on the one that will be the right fit.

And, like buying a car, you’ll want to do some

investigation into the company behind the doc-

ument management systems you’re considering.

Questions to ask potential vendors:

What are my implementation options?

Do you

have a preference for whether your document

management system is hosted in the cloud, in-

stalled on-premise or in your company’s data

centre? Make sure that the vendors you’re con-

sidering offer the implementation option that

you prefer and feel most comfortable with. This

is also a great chance for you to discuss price

differences between on-premise and cloud-hosting options with potential vendors.

What’s my potential ROI?

Document manage-

ment is a big investment, but it also has a great

Asking the right

questions

Being armed with the right information is key when it comes to

shopping for a document management solution. Here are some of the

most important questions that buyers should be asking

A LY S S A KADANS K Y :

ME TA F I L E I NFORMAT I ON S Y S T EMS

V I EWPO I NT

“Choosing a solution is not

as easy as selecting the

right brand of apple juice”