If you’re ready to migrate from a legacy document management system or enhance your business processes, you must understand where you are and where you want to go. This roadmap will help guide you.
Shifting to a digital document management system requires careful planning and execution. Whether starting from scratch or upgrading from a legacy system, understanding your current state and future goals means the difference between a chaotic transition and a supported and successful migration.
Starting from an informed place will facilitate the efficient implementation of a new system and optimized processes tailored to your organization's needs. Digital transformation isn’t just about adopting new tools. Deeply understanding your business and processes lays the critical groundwork. Then, you can implement systems and tools to enhance your processes, reduce redundancies, and set you up for future growth.
Here is your compass for the digital journey, drawing on over 25 years of expertise and successful partnerships with DocuXplorer clients.
If you’re reading this, it means you’re preparing to improve how you manage company information. This impacts everything from operational costs to process efficiency, data accuracy and security, and employee and client experiences.
Examining your current processes is one way to prove your information management's effectiveness (or lack thereof).
Before making a big migration or overhauling your current system, it’s worthwhile to determine if you have a problem that needs solving. Adopting a new system might be premature if you are in a place where you’re at the beginning of identifying and creating business processes. Without defined processes, you can’t measure benchmarks or make improvements.
Critically evaluating your existing practices will clarify your document management needs. As you begin the transition, ask yourself:
Many organizations have document-related procedures, but not all staff consistently follow them. Or communication could be better. Or manual workflows exist where smart automation could save time and money. Perhaps you understand how safety improves with digital files, and data security is top of mind for you. These examples indicate an opportunity for modern and advanced solutions, where document management tools can be pivotal to reducing friction and helping you accomplish your goals.
The core function of digital document management is to improve business processes. Beyond going paperless, consider the business process goals you aim to achieve, such as automating repeatable tasks or improving collaboration. Perhaps you want greater productivity, need control over your information, want to learn insights from your data, or are concerned about regulatory compliance.
Just as your industry may impact your approach to document management, determining which departments in your company need help with their information and outlining their functions will inform how you’ll implement the system and get value from it.
Whether your workflows are simple or complex and multi-tiered, an intelligent document process is adaptable and scalable to your needs, now and in the future. But, the path to efficient operations starts with having the capacity and firm dedication to own the project. Creating business processes, getting team buy-in, employing best practices, and conducting optimizations will help you get the most out of your system and ensure a high ROI.
While you’ll bring curiosity, intention, and unique industry knowledge to the table as your partner, DocuXplorer provides the best practices, powerful tools, and superior support to get you where you want to go.
Once you’ve audited your processes, aligned your needs, and set your document management goals, you can leverage highly-trained business process professionals to help you through implementation, training, and company-wide adoption.
Choosing a DMS is more than choosing digital storage. Your document management advocate will be your ultimate business champion. You’ll get tools, strategy sessions, and ongoing assistance to enhance your processes. Your unique business, combined with DocuXplorer’s knowledge in document organization and business process automation, will form a symbiotic partnership to help you streamline and optimize like never before.
