As in all industries, the need for and projects to set up a Document Management System are becoming increasingly common among companies in the electricity distribution industry. In today's increasingly competitive environment, electricity distribution companies need to be very careful when choosing the company that will provide the product or the service bureau. If we consider software to be a tool, all products on the market have more or less similar features. In this case, other criteria such as analysis, project design, service quality, experience, and references must be brought to the fore and questioned to tell providers apart.
One of the most important of these criteria is the provider's experience in the analysis and project design it must carry out during the project phase. In document management software projects, the analysis step plays a role at least as important as the software, or even more so.
One-to-one analysis work at the unit or department level, and the operational design based on each customer's own working methods and needs and how it is reflected in the product, vary from customer to customer. In fact, what sets document management providers apart is less the product than their experience in this area and how they design the operational process.
In the analysis work that differentiates document management projects and increases their success:
Which document types should be scanned under which rules, and with which index information should they be added to the system?
Should daily scanning and indexing be done in departments or at a central point? Where should scanners be placed, and how many?
If there is scanning and viewing at remote locations, how should it be done?
Does the customer need document-based or file-based viewing?
From which environments and with which permissions should viewing be done?
How should documents belonging to units and documents shared with other units be authorized?
Along with corporate goals, what should the technical requirements be based on the document volume over 5-10 years?
If scanned documents will go through an approval workflow in a defined process, what should the processes be?
If a back-file archive scanning service will be provided, how should it differ from the daily operation (scanning and indexing)?
How and where should physical documents and physical location information be kept?
The information obtained from analyses with the customer on these and many other project-specific topics should be documented and submitted for customer approval, and the project should be carried out within this scope so that it can succeed.
Document management system projects, which consist of 2 different processes, software configuration and service bureau, will fail if they are carried out without obtaining these details and without defining customer needs. After millions of pages of scanning services, which make up most of the project budget, done with index information that does not meet the needs, it will be inevitable that the desired documents and information cannot be retrieved from the software that forms the main project output.
Sources
https://www.ibm.com/think/topics/document-management
https://www.ibm.com/think/topics/document-workflow
https://www.ibm.com/docs/en/cloud-paks/cp-biz-automation/25.0.1?topic=capabilities-content-services
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