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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
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-
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?
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?
ment is a big investment, but it also has a great
Asking the right
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”