6 Keys to Hiring the Best Document Management Partner

Where’s that document?

Minute-by-minute, this question reverberates in businesses across the country. It’s the itch that always needs scratching because, thanks to technology, even small companies are generating huge quantities of files shared by multiple people and systems.

Without document management, files get lost.

Employee frustration, loss of profit due to wasted search time, cost of non-compliance, and the ever-present dangers of security breaches are major motivations for making the move to find a trusted document management partner.

What should you expect from a hiring a partner? It helps to understand what document management is and isn’t.

It isn’t just a central storage repository. It is a powerful indexing tool with the capability to store documents in a structure that allows document management integration into your current application.

Multiple benefits come from a system that manages both your workflow and business processes by storing, retrieving, managing, delivering and authorizing business documents—including enabling automated capture and verification of purchase invoice data and reduction.

Here are 6 keys to choosing the best document management partner. Look for a partner who:

1. Takes more interest in what you need than selling a product.

2. Can help determine your document management weakness, strengths and systems already in place. Make sure they can work with your platform.

3. Demonstrates a well-established customer base and a solid track record of success—a healthy indication you can trust they’ll be with you for the long haul.

4. Shows dedication and a well-trained support team who can quickly respond to implementation problems, offer employee training and handle maintenance.

5. Offers robust and flexible options that can evolve with your changing needs.

6. Protects your assets by employing a deep knowledge of cybersecurity and breach potentials. They should also be prepared to protect your industry from non-compliance issues.

Industry research groups have shown, hiring a document management partner is a cost-effective strategy that can offer almost immediate return on investment benefits.

• Gartner, Inc. (delivers global technology research) estimates a 40% document-related cost reduction with Document Management systems
• International Data Corporation (IDC) study has shown a five-year return on investment (ROI) of 404% for Document Management implementations. Half of the organizations in their study had a payback as early as six months.

Document management can be done in stages or fully implemented. A trusted partner can help advise on the process that works best for your business. One thing is certain, today’s competition and technology security risks require making document management one of the top considerations in providing the ability to grow your business.