How to Choose the Right Document Management System for Your

Organization

Presenter: Vestina F. Crayton

Description

There are many great document management solutions available on the market today. But, how do you choose the right one for your organization? In this session, we will cover the following topics at a high level:

• Questions to Ask When Researching the Right Solution for Your Organization

• How to Engage Stakeholders to Support and Implement the Solution

• Document Management Trends

Why Document Management Is Important

•Productivity Loss•Loss of Documents•Remote Accessibility

Source: Record Storage System, ”Paper Chase”

Why Document Management Is Important

•Productivity Loss•Loss of Documents•Remote Accessibility

•21.3%•7.5%•77%

Create a Plan

• Establish Governance• Assess the Current State• Develop a Strategy• Evaluate the Change Impacts• Evaluate Your Document Management Options• Stakeholder Engagement

Governance

•Executive Leadership •Stakeholder Decision Makers•Lead Subject Matter Experts•Process Subject Matter Experts•External Stakeholders

Questions To Ask

• What is your current state?• What is your desired future state?• What are the gaps, issues and challenges? • What are your file types?• Are their security requirements?

• Health Insurance and Portability Act (HIPAA)*• The Federal Information Security Management Act (FISMA)• Payment Card Industry Data Security Standard (PCI)• Personally Identifiable Information such as SS#*

Document Management Strategy

•Desktop•Network•SharePoint •One Drive

Process Change Impact Considerations

• Ownership of Data/Files• Procedure Changes• Policy Changes• Regulatory Requirements• Job Function/Job Role

Changes• Roles/Stakeholders Impacted

• Location of Activities• Departmental/User

Boundaries• New Business Dependencies• Outputs• New Control Points

Document Management Trends

5 Industry Trends to Consider

•Cloud Hosting•Citizen/Client Portals•Collaboration•Mobile Friendly•Project Management Integration

Source: Tim Eisenhauer “The 8 Biggest Document Management Trends for 2019”

Engaging Stakeholders for Success

•Awareness•Desire•Knowledge•Ability•Reinforcement

Source: Prosci “The Prosci ADKAR Model: Why It Works”

How to Choose the Right Document Management System for Your

Organization

Presenter: Vestina F. Crayton