01 April 2012

Five Key Practices for a Successful EDMS - By Kathie Clark, NextDocs

The electronic document management system (EDMS), as we know it, has been available for almost 20 years. In the early days, all projects involved simple, out-of-the-box deployments or customized projects. Specialized EDMS projects serving specific industries or processes emerged in the late 1990s. Today, these specialized systems provide mature and full-featured solutions to many business problems, managing the content and associated processes for engineering, manufacturing, regulatory compliance, legal contracts, human resources and much more.

A successful implementation of an EDMS yields organization improvements and cost benefits. An EDMS can standardize and streamline the content management processes, reduce or eliminate paper use, improve records management for corporate and legal purposes and allow for access control and other security features to protect intellectual property and comply with privacy regulations and practices.

So why are many EDMS projects still unsuccessful? Many organizations still fail to understand the discipline necessary for success. Understanding and adhering to five key practices when implementing an EDMS can dramatically increase the likelihood of delivering a successful solution.

1. Mandate for use
2. Maximized use of out-of-the-box software
3. The Pareto principle (the 80-20 rule)
4. Simplicity
5. The voice of experience

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