The 7 Deadly Sins of MPS from Systel's In-House Expert

Mistake #1: Making Things Too Complex

Keep it simple. In fact, 99% of employees just want to get their work done and are not interested in filling metadata or handling workflow tasks if there’s no added value for them.  


Mistake #2: Rolling Out the Program Too Early

Of course, you're anxious to put your new document management program to work, but we recommend holding off on giving new users access until you have folders and files set up. If new users see nothing when they log in, they may be less likely to use the program in the future because they don't immediately see its value or must wait to start taking advantage.


 Mistake #3: File Clutter and/or Poor Organization

The second mistake often made is becoming cluttered with out-of-date files. This creates a few problems, including bloated folders, potential file loss, and security issues (not to mention the distractions caused by searching for the right file for the looming task ahead). One of the main reasons you decided to move to a document management system was to make finding documents easier. Also, one of the biggest mistakes you can make with your new system is neglecting to establish a common naming scheme and folder descriptions so users can understand what they will find in each folder. A straightforward naming convention will make it even easier to navigate the system.


Mistake #4: Overloaded DMS or Too Many Users

The first mistake people and organizations make when it comes to document management is to have too many users in addition to duplicate or redundant folders, drawers, and cabinets. This mistake costs time, which leads to a loss of production, lost revenue, and lost man hours by searching for the correct document. Don't give every user the ability to create folders. Having too many users creating folders leaves the door open for problems with unnecessary folders, mislabeled folders and other inconsistencies.


Mistake #5: Forgetting Industry Compliance

Security is a must in today’s digital age, but it is even more paramount for organizations that need document management that is compliant with HIPAA, FINRA, and the SEC. The 3rd mistake is using DMS that does not meet industry-specific security compliance standards.


Mistake #6: Not Communicating

When it comes to effective document management, taking a "If you build it, they will come" approach can backfire. Don't assume when you add a file that users will find it by themselves. Take advantage of the share and comment features to communicate with other users. The approvals feature is an effective way for procuring reviews of important documents.


Mistake #: 7 Forgetting About Change Management

A DMS implementation often touches a large segment, if not all, of your employees. To make things worse: there's nothing simpler for your employees than dragging and dropping document on a file share (even if that leads to chaos in the long term). Both facts make change management essential. No matter how well-designed the document-centric application was, success is rare without true change management.


Bonus Tip:

Don’t regard the DMS as an application instead of a platform.

Some IT departments still roll out their DMS as if it were an application, like MS Office. They buy the DMS, install it and then just throw it at the employees. What’s wrong about this approach? Well, a DMS is a platform and not an application. This means that a DMS offers a bunch of features for managing documents (version management, search, metadata and others) which can then, by means of configuration and/or coding, be used to build applications with it.


Contact an IT expert at Systel near you today for a free consultation about your office’s document management needs. 


Written By: Duane Christmon

Edited For Web By: Kristina Moravec

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