Do you want to put an end to endless documentary searches? To save time and productivity?
This obviously involves a project to dematerialize your documents and the choice of EDM software! But how to select the latter when you are left to your own devices?
To do this, Belharra Numérique, integrator of EDM solutions, invites you to take an overview of the 10 key steps for choosing your EDM software in 2024.
1. Identify your needs
The first step, which is not the least, concerns the definition of your needs and those of your company. It is important to ask yourself the right questions and know why you want to have electronic document management software.
Then evaluate the volume of documents, file types (PDF, Word, images, etc.), necessary functionalities ( workflow management , search, collaboration, intelligent indexing based on artificial intelligence, etc.) and integrations with d other software used in your business.
As you will have understood, the best thing is to draw up specifications in order to see things more clearly and to facilitate the implementation of the tool by the service provider. As a GED software integrator, Belharra Numérique can support you in this process, prior to any project launch (audit of documents and management methods, presentation of usable information, etc.).
2. Anticipate change management
The implementation of such a tool inevitably brings its share of fears to future users. It is therefore imperative to choose EDM software that is easy to use and intuitive to generate strong support from employees and make this tool a daily aid.
Also find out about the training offered to ensure that your employees improve their skills and eliminate any possibility of failure or wasted time. As part of the deployment of an electronic document management solution, Belharra Numérique systematically supports the client's teams in getting to grips with the tool, in order to make them operational.
3. Define the essential features
Beyond the functionalities linked to your business needs, always check that your future EDM software has the “ essential ” functionalities, namely:
4. Check interoperability
The entire job of an EDM lies in searching, capturing and centralizing large quantities of documents from various sources. To take full advantage of your electronic document management software, check that it can integrate with the tools already in place within your IT structure and that it offers connectors or APIs.
Therefore, list all of your tools whose data and resources are likely to be collected by your EDM: CRM, ERP, messaging and collaborative tools (example: Office Suite), accounting software, etc.
5. Think “scalability”
Your business evolves over time and gains growth, leading to an increasingly large volume of documents to be dematerialized. Therefore, ensure that the software chosen is flexible according to your current and future needs: new users, additional features, storage space, regulations, etc.
Also opt for cross-functional EDM software, adapting to all processes: purchasing, sales, HR, quality, etc.
6. Prioritize safety
With a cyberattack every 39 seconds and an increase of 400% since 2020 (Source CyberCover) , data security has become a major issue.
Choosing your EDM software is therefore no longer based solely on its “essential” functionalities, its interoperability or its costs, but also on its robustness in terms of cybersecurity.
To protect the data of your customers, your employees and your business itself, make sure your software offers data encryption, access rights management and secure authentication. Also find out about the types of backups possible (remote/local servers, frequency, etc.)
The publisher's certifications are also good indicators of software compliance: ISO27001 (DataCenters), NF2023 (digital safe) and NF552 (RGPD), etc.
7. Tailor deployment to your business
One of the essential steps in choosing electronic document management software concerns the type of deployment: Cloud (SaaS), On Premise or Hybrid.
This choice remains quite subjective and will be made according to your preferences, your security needs and your budget.
Note, however, that a high-quality EDM editor should offer you the same features and the same level of performance regardless of the deployment model chosen. A cloud solution often remains more flexible over time.
8. Evaluate the quality of technical support
Beyond a tool, you choose an entire editor. It will therefore be important to pay attention to the quality of the support and technical service. This is why, as an integrator of EDM solutions, Belharra Numérique is committed to offering assistance for the corrective and evolutionary maintenance of the deployed platform. During the project, we also configure project and work spaces for document sharing but also to follow the different requests, and share development or test environments.
9. Estimate the overall budget
Given the rise of EDM software, it is crucial to consider value for money. Between the cheap (or even free) solution and the one that reaches a record price, it is your duty to find the right balance in relation to the functionalities offered.
When doing this study, estimate the total cost of ownership, which goes beyond licensing fees. Consider the costs of training, maintenance, technical support and other possible services.
10. Study the reputation of the publisher
Beyond the functionalities linked to your business needs, always check that your future EDM software has the “ essential ” functionalities, namely:
You are now able to choose the EDM software adapted to your needs and prerequisites, which will be able to help you gain productivity and improve processes within your company and your services.
However, if you wish to be supported in this crucial choice, our certified teams will be happy to present to you, according to your requirements, the software from GED Docuware or Elise (Neoledge).
