Choosing the right DMS isn't like shopping for groceries. It takes deliberate and careful thought about the objectives of your organisation, and whether prospective DMS technologies are suitable for accomplishing those objectives. Almost with exception, the time it takes an organisation to profit from a selected document management software (DMS) hinges more heavily on how user interact with and plan for the DMS launch than it does DMS technology itself. All DMS options give organization value. However, the question is which solution provides the most value, and how can the potential buyer figure out which DMS vendor to trust ?

Although DMS vendors have personnel to install the solutions on your server, succesful implementation still requires consideration and planning on the buyer end. Choosing the right DMS doesn't demand careful thought-it necessitates it. Although it may seem logical and even tempting to assess a DMS functionality for an organisation based on free or low-cost trial product versions, a better practice is to discuss the product one-on-one with a DMS vendor's sales engineer, and ask questions relevant to the organisation and its goals for enterprise software.

Because trial products, on average and particularly without assistance from the vendor's tech support, do not accurately replicate the power of DMS features in their entirety. Furthermore, they do not create inlets to the questions necessary in choosing the right DMS from the right vendor. In order to implement the best DMS solution for an organisation, it is important to consider the prospect of organisational change, and whether the features of DMS candidates are adaptive enough to be augmented in tandem with other technologies and variables oven an organisation typical growth cycle.

It is especially important to understand how well the DMS will sustain an organisations process and information amid the changes organisational growth and change to information governance laws impose. Although regulatory authorities issues standards form the top - down, they tighten their standards based on the technology available for solving compliance issues, and the cost of these solutions. Often the barriers to adoption are more about dependence on faulty processes that they are reluctance to find a better way of doing business.

In addition to understanding what DMS is, the most important part of ensuring a DMS sustainability amid organisational change entails steering clear of vendors selling niche, industry-specific DMS products, as these vendors are less likely to have features in their DMS that:

a) Streamline organisational processes in their entirety

b) Can account for future changes and nuances in innovation across industries

Their in-depth knowledge of industry-specific features, although alluring, creates confusion in buyers as rendering them to focus on an industry-specific, niche DMS vendors one or two great features at the expense of the more widely applicable features other vendors offer

The many hidden cost of paper-dependent offices can convince DMS buyers to improve in on the benefits of reaping only one or two features, ignoring which DMS vendor is best able to resolve specific hidden costs. This is why crucial to have a conversation with the vendor at the beginning of the choosing the right DMS search. DMS buyers may also be more inclined to purchase niche, industry-specific DMS product because they are generally easier to learn. Highly specified DMS solutions with only or two high-powered, industry specific functions also tend to have greater hardware dependency, meaning they only function with certain computers software.The more hardware dependent a DMS solution, the less incentive software providers like Microsoft, and the ones that may follow in their footsteps, will have to integrate their technologies with a specific DMS solution. Selecting the right solution will not just depend on hardware, but also the software integrations offered by the document management vendor. This limits the potential and actual utility of the DMS solution from a software integration perspective as well. A DMS with an open and robust application programming interface will facilitate integration with multitudes of software, and is the gold standard for any organisation irrespective of industry.

It's crucial to find a DMS that works with current CRM, and that an organisations Microsoft Office products and other third-party software are recent enough to sync with the selected DMS . If an organisations has an older DMS that has been discontinued or is yet to be revamped to an organisations liking, implementation a new, more adaptive DMS will be faster than installing a DMS in an organisation with no document management technology experience, because the prior of these two scenarios usually entails a simple data conversion and/ or migration process, not a paper to electronic conversion process. If an organisation undergoes an external audit, the right DMS solution should facilitate compliance intuitively with build-in security to simplify compliance, requiring little if any end users part. A significant portion of compliance will entail the DMS ability to run internal audits and/or reports on action occurring within the DMS solution, whether auditing entire cabinets of information or individual files.


In conclusion of important initial considerations, DMS should not just manage archival documents, but also current ones requiring continual collaboration and workflow effort. This way, DMS administrators ensure the correct documents are collaborated and worked on, eliminating dual entry errors and preventing employees from working on separate, mistaken documents. Choosing the right DMS requires going with a vendor that has a track record of performance in your industry, and in following the standard for innovation and advancement

Think of every brand you've ever loved. That brand, if personified, would be someone in whom you found value and considered a friend or lover. LinkedIn is the pal who introduces you to the most important people at the office party. Google is your sage the friend to whom you bring your most pressing questions. Kodak was the parent documenting the finer moments of your existence in celluloid. We identify most with brands that humanise emotive forces in the purchasing context.

I will also remind you that NIIX (DMS) is a company, and all companies are organisations, living entities with a pulse, purpose, and passion, living entities that are much like people themselves

NIIX is a company solving small business problem, and  specifically , solving more problems that small businesses face that any other software company. Even more specifically, NIIX(DMS) securely automates, organises and mobilises small businesses

Here are the most commonly listed results of using NIIX (DMS) as reported to us by our user base, with the corresponding problems solved shown below.

As business start coming around to the idea that a paperless office is preferable to a paper-reliant one, they are turning to document management system (DMS). This right DMS can streamline an organisations workflows, eliminate inefficient communication, and support compliance with a number of industry-specific standards and regulations. Yet, businesses have been relatively slow to make the transition to paperless document management. So the questions remains: what prevents organisations from buying in to such a clearly beneficial technology?

This post will take a look at the psychological biases that can impact a business decision-making for the worse and prevent DMS implementation.

Imagine you're trying to track down a particular document, perhaps from a meeting last year. You talk to the person to the person that was originally in charge of the document, but they can't help you because they moved offices last month and their files are a mess. They direct you to the company storage room and give you a vague description of what the article is and where it can be found. When you get to there, you find out that they've been in the middle of re-organising the filing cabinets for weeks and that no ones knows where anything is anymore. You spend three days wading through the files until, finally you find the place where it should have been, except that the item you're looking for was never files at all. Maybe someone forgot it , or got lost between your coworkers desk and the filing cabinet. Maybe it never even existed.

Avoiding the frustration that comes with paper filing systems is just one of the benefits DMS system can offer. With a DMS, you can easily locate documents with the help of metadata tags, and NIIX audit trails brings transparency to office processes by allowing you to see when a document was created, accessed, and edited, and by whom.

It is not difficult to recognise the financial benefits that come with the improved organisation a DMS provides. Paper is a major expense for companies, an expense that could easily be reduced, if not eliminated altogether. This is of course, to say nothing of the environmental benefits of reducing paper consumption, which accounts for a huge percentage of the deforestation all over the world.

b) Why the slow implementation of DMS

So why haven't all business turned to a DMS in order to transition to paper document management? Prospect theory might have the answer. Developed by economists to describe behaviour associated with risk, the theory says that people make decisions based on the values of their potential losses and gains, rather than the final outcome. 

One interesting thing about this theory is that it is descriptive rather than normative, which means that it tries to base itself on real-life choices rather than optimal decisions. So, how does prospect theory relate to DMS? Well, imagine that you run a company. You have been using paper documentation for a long time, and it works. You are offered an opportunity to switch to paperless document management system. Sure, you might now save money on the paper you wont't be using but you will also have to pay for the new system to be implemented, and you will have to get all of your employees trained in how to use it. That might affect the quality of your business, which might in turn affect your profits

Suddenly, the new DMS system doesn't seem so great but what's missing from this line of thinking? It's simple just like prospect theory says , you're thinking short term, and are neglecting the long-term benefits that will outweigh interim losses. As the popular idiom goes, the pain of losing is ten times worse than the joy of winning

c) Implement DMS today

Overcome the compulsion to give greater weight to immediate losses when making important business decisions. Chat will a representative today to learn more about the benefits DMS can offer your business/organization.

Commercial property costs are increasing and so is the expense to store paper documents. A software-based document management solution (DMS) that can reduce the need for file cabinets, boxes and storage bins is a valuable asset to any enterprise, freeing up precious office space. Documents that have to be kept as hard copies can often be stored in less expensive locations, such as an offsite warehouse or vault. 

Document security is vital to many enterprises. DMS provides better control over sensitive documents. Access to documents can be controlled at the folder level for different groups or individuals. Also, a DMS leaves an audit trail of who has viewed a document, when it was accessed, and how it may have been modified. Managed documents are highly traceable and can be tagged to allow for automated alerts.