Document Management Systems

Document Management System Vendors

When you're in the market for a document management software solution, you'll encounter vendors who make big promises about their products. Be careful -- not all vendors are capable of delivering on their promises. Here's what you need to know . . .

Document storage and retrieval is important to you.

But are the quality and functionality of your document management system just as important to your vendor? Maybe . . . and maybe not. The reality is that some vendors are more concerned about making the sale than they are about making sure your company has the right electronic document software package.

Buying a document management system is similar to buying any other major business purchase. You're looking for a vendor that offers a quality product and is capable of standing behind their solution after the sale. If document management is a new concept to you, there are a few things you should know before you settle on a specific provider.

Vendor Essentials

Document management system manufacturers don't sell their products directly, but rely on resellers to hawk their offerings to the masses. Why does it matter? Because when you need service or support, you'll get it from the reseller–not the manufacturer. So it's important to assess the strength and quality of both the reseller and the company that manufactures your system.

Reseller Requirements

Resellers are responsible for interacting with you and your business. Like any other frontline vendor, you should expect document management system resellers to be knowledgeable about their product and to possess the in-house resources necessary to support and service their customer base. It's essential that the reseller you choose has experience in your industry. Compliance and workflow requirements vary, making it difficult for an industry outsider to match your company with the right document management solution.

Manufacturer Requirements

When you review manufacturers, you should be looking for the same traits your customers expect when they purchase your products.

Features are obviously important. But don't let yourself be blinded by bells and whistles. Consistent upgrades and system improvements can sometimes outweigh the benefit of features that don't really benefit your company. With more and more manufacturers entering the market, avoid being lured in by an all-in-one solution or a company that doesn't specialize in document management. Instead, hold out for a manufacturer with a primary emphasis on document management system software.

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