Let me start with the fact that we do not sell Document Management Systems (DMS) nor do we have any business reason for promoting it. This endorsement of a DMS is only offered in the hope you benefit from my insights.

In most companies information is stored on networks or on individual’s desktops. Some companies try to get creative with build folder structures that are shared and have multiple levels. And yet, information is still poorly communicated, misplaced or lost. Most of the time a revision has been made and the old copies aren’t removed from the network. This results in teams working off of different revisions, causing all kinds of errors and conflicts.

There is a better way. Companies with complex and large teams should consider deploying a DMS.  Now this is not a new concept, but with advances in software technology and the significant decrease in cost associated with a DMS, this may be the time to implement. There are various ways to deploy a system.  You can purchase on-line service where you post your documents and maintain revision control through the web or you can purchase a system that is maintained by your IT department. Either way, most packages would include similar features and allow you to gain better control over your documents and allow your management systems to be more effective.

Whether you are looking to comply with an international standard like ISO 9000 or simply trying to keep your Standard Operating Procedures, Local Work Instructions or Memory Aids organized, the benefits of implementing a DMS will reap very quick and obvious ROI. Your team(s) will be grateful for the tool and your company will likely become a more effective and efficient operation.

What are your thoughts?