Ontario Document Management: Guidelines for Successful Implementations

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Ontario Document Management: Guidelines for Successful Implementations

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Companies must explore all practical considerations when purchasing and implementing an Ontario document management system. Kevin D'Arcy is VP of Sales and Marketing for MES Hybrid Document Systems, Ontario's leading document management organization. For more information about Ontario document management, visit today. – PowerPoint PPT presentation

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Title: Ontario Document Management: Guidelines for Successful Implementations


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Ontario Document Management
  • Guidelines for Successful Implementations

2
Ontario Document Management
  • With every Ontario document management system,
    you want to make sure the implementation is done
    right the first time. To do this, you and your
    vendor must follow industry best practices that
    will lead to a successful outcome. The key is to
    have a vendor solution match your requirements.

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Ontario Document Management
  • Companies must explore all practical
    considerations when purchasing and implementing
    an Ontario document management system. You must
    understand all the components typically included
    in a system and how your company will benefit.
    Its important for you and your team to go into
    any document management project with your eyes
    wide open so you can make informed decision.

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Ontario Document Management
  • The first stop in any document management
    project is to understand your company and its
    vision. You must analyze how technology will
    help you achieve your goals. The project should
    address where in your company youre deficient
    and where you have the greatest opportunities.
  • Starting with a holistic view will better
    position your solution within your organization.
    For example, you need to consider how documents,
    information and automation will affect all
    departments and business units within your
    company. If you dont, you could waste valuable
    resources and miss opportunities to gain
    efficiencies and cost reductions. You want to
    create cohesive indexing plans, search strategies
    and records management plans so you can save time
    later.

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Ontario Document Management
  • In addition, you need a thorough understanding
    of your companys political landscape, including
    who makes decisions and how they typically make
    them. Your Ontario document management
    implementation may fail if you dont pay
    attention to political ramifications.
  • Executive management, functional department
    managers and IT managers should all understand
    the requirements for a solution and agree on the
    overall vision. They need to have consistent
    views on how the technology will fit now and into
    the future within the company. Everyone needs to
    agree on the projects goals and make sure theyre
    logical, relevant and scaled properly.

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Ontario Document Management
  • All sides must work together to establish the
    vision, goals, plan and implementation schedule.
    And, critically important for best practices, is
    to select the right Ontario document management
    system for the organization. The solution must,
    without a doubt, solve the business document and
    information challenges. The implementation must
    be done in a way to produce the optimum results.
  • Furthermore, the team must keep focused on what
    will best achieve the companys goals and product
    the most meaningful results. Companies often get
    side-tracked by focusing too much on all the
    bells and whistles that come with different
    solutions. But, sometimes this doesnt provide
    whats needed. Instead, you need to find the
    best match for your short- and long-term
    requirements and implement it based on the plan
    you and your team developed.

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Ontario Document Management
  • With any Ontario document management system, you
    need to follow some basic rules. The following
    list of items will help you get, and stay, on
    track to a successful outcome.
  •  
  • Select a vendor with a solution that will
    integrate with your current applications and any
    additional applications you plan to purchase in
    the future.
  • Develop an agreement that is comprehensive and
    all-inclusive in terms of what the vendor will be
    providing. You dont want to leave anything open
    to misinterpretation.
  • Make sure a complete list of all solution
    components is provided to you before the project
    begins. This includes all hardware, software,
    resources and other things you must have
    available before the vendor can proceed with
    implementation. If you dont understand
    everything thats need to start the project, you
    might experience significant delays and cost
    over-runs.

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Ontario Document Management
  • Schedule regular project meetings between you and
    the Ontario document management vendor to review
    project status.
  • Develop a project time table that includes
    milestones and estimated completion dates for
    each step in the Ontario document management
    project. Indicate expectations for communicating
    progress at each milestone.
  • After implementation, make sure you document all
    suggestions from your solution vendor. Identify
    how you will handle upgrades, support and other
    things once implementation is completed. You
    want to have clear-cut plans for maintaining your
    Ontario document management system for many years
    to come.

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About the Author
  • Kevin D'Arcy is VP of Sales and Marketing for
    MES Hybrid Document Systems, Ontario's leading
    document scanning and document management
    supplier.
  • For more information about our Ontario Document
    Management, visit http//www.mesltd.ca/pages.html
    ?pid54
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