Purchasing a DMS? Maybe you already have it

Many organizations are currently looking for a Document Management System, or DMS. A DMS is often posited as the solution to multiple document and information management problems. But is it really the holy grail people think it is? In this blog, I take you through our experience, how a DMS will really work for you and that you actually already have it when you work with Microsoft 365.

Why do so many organizations look for a DMS?

Many organizations would like to improve their processes and gain more control and insight into and around their information. Think of digital collaboration and sharing of information, but also its findability and security. In practice, it is more the rule than the exception that companies are often confronted with a large chaos of folders, files, email archives, full network drives and limited cloud solutions. A DMS then seems like the perfect solution.

Good idea but behavior comes first

When we talk to parties about a DMS, one of our first questions is what the processes described look like. The answer is often that there are few, if any. Often this is also why things "go the way they do" in the delusion of the day.

Fortunately, the problems can often be clearly identified. Problems that 9 times out of 10 arise from a certain behavior of the people within the organization. So we often tell people that document management is basically a verb. It is something to be done actively and consciously. It is a task for everyone who works with documents within an organization. So this is also almost always a piece of profit for the organization. Awareness about your documentation and information process is half the work and costs a lot less than a DMS system.

Still a DMS? Be realistic.

Still, people often want to implement a piece of new software to make working with documentation and information easier for the organization. The wish list is often enormous: everything must be automatic, the system must be smart, interface with other systems and require minimal attention.

At the same time, there is a list of requirements that mostly do not go along with automatic, smart and connected. For example, many organizations want to be able to continue working offline. But working offline means not being able to collaborate on documents. Thus, employees run the risk of working with incorrect versions of documents. Another common requirement is to be able to set access rights per document. But setting access rights also means a huge amount of management work. People also prefer not to use metadata because it is too much work. But no metadata also means no control over dates, statuses, revisions and approvals. And I could mention many more things.

Start small and make a growth plan

In short, as soon as we outline all that needs to be done and put in place to get the desired DMS done, support for any DMS immediately sinks under the table. This is often the moment when we ask whether they shouldn't just start small. With a product they often already have in place - Microsoft 365. After all, the Microsoft Apps Teams and SharePoint have everything they need for a good DMS and can often grow along with the complete wish list.

Your new DMS simply in Microsoft 365

Of course, it is wise to look carefully at the type of organization and what is needed in terms of functions and automation. For large complex organizations, developing/implementing a new system can certainly be interesting in some cases. However, for organizations that have yet to learn document management, in our experience Teams and SharePoint offer the ideal DMS solution. By using Microsoft 365, the Apps are already available in many cases, so there is no need to implement another new system. You just need to configure and set things up properly.

Proper configuration is key

So proper configuration is essential in our view. Of course, you can also deploy Teams and SharePoint without configuration, but chances are that they will remain stand-alone Apps. In that case they hardly contribute to the set objectives. These Apps will only really work for you if you align them with your organization, processes and the people who work with them. In this way you stimulate the desired behavior when it comes to document and information management, collaboration, information security and more.

Rapid adoption of the new system and process

Configured properly, Microsoft 365, as mentioned, offers a range of possibilities. It is the ideal environment to collaborate, communicate and when ready add the solutions and automations your organization needs. We see that by working from existing and especially familiar environments such as Teams, adoption of the new system and process is fast. A great advantage over implementing new still unknown systems.

Get expert guidance

When you want to start using Microsoft 365 as a DMS, it is advisable to be assisted by an expert. Ditio Business Solutions guides organizations in the (re)design of the system. From dreaming together about the new environment to the support during its use. We take into account both the wishes and the limitations of the organisation. We also pay a lot of attention to communication, explanation and training to offer users a complete onboarding within the system. By working together step-by-step, openly and honestly, support is created for the move to a DMS and management process.