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I came across a very good article on online document management systems, which readers may find useful. The article lists out seven things one should be careful of while choosing a web based document management system. Immensely practicable:-
1. Security.
Opting for an online document management system involves a certain degree of letting go of control. If one is entrusting a third party vendor with ones critical documents, one should at least be sure of security protocols. Make sure the company provides data encryption (128 bit encryption is the industry standard), includes backup services, as well as provides virus protection. Check their documentation (where is your data stored? is it inside or outside the country? what are the security protocols etc), and make sure they have industry standard quality certifications (ISO, CMMI).
2. Avoid expensive contracts.
Expensive contracts lead to locked in costs, which is not in a position to recover once the investment has been made, but the system is not found suitable for your company. This is the main cause of shelfware - software you send lots of money on, but never end up using. For the same reason, avoid long term contracts - annual or more. ideally look for companies which offer monthly contracts.
3. Scalability Although your small sized company is looking for an easy to use system ideal for your SMB context, the system should have the ability to scale up as your business grows. Don't think you will simply shift to a new system when growth arrives. By then, you would have invested too much effort training people and going through the learning curve, which you will have to start from scratch for a new system.
4. Be cautious of really cheap systems
Although some open source systems out there are free, and very good, one should be cautious of an obscure online company which charges a pittance. The price may be tempting, but you may end up suffering more. Reputation is important in the web based market, because it doesn't take much for a company to pack up and disappear. 5. Avoid systems that are over-complicated.
The very point of opting for a web based system is simplicity. They should talk in terms of terms end users can understand, and the learning curve should be zero, or a few days at most. Thats the hallmark of a good web based system. If they promise a lot of power, but require you to hire specialists to manage it, you're better of using an on premise system like Documentum. 7. If you can't try it, don't buy it.
No Free trial? No go!
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