Implementation of ECM-solutions: what to talk with the client, part 2

From the translator. Pursuing the development and implementation of an electronic archive system , we try to pay special attention to organizational-methodological issues. Unfortunately, there are very few publications on the methodology of ECM-systems implementation. We would like to offer to our readers the translation material, which is a continuation of our previous post. At the first stage, the introduction of ECM-solutions is carried out a primary survey of the client’s organization. What information should be obtained from the survey? What should you pay special attention to? We hope that the article will interest the representatives of various fields of activity, one way or another connected with ECM: technical specialists, managers, archivists, document specialists .



In the previous post, we identified 11 topics that, in our opinion, should be touched upon in a conversation with a client when selecting an ECM solution. But in addition to these 11 topics, you must also think about a lot of important things.



During the conversation, functional, technical and business requirements for the ECM system are identified. Practice shows that questions regarding these requirements should not be asked "head on." First, we should calmly and thoroughly discuss the points highlighted in the previous post, and then proceed to the formulation of requirements.



Below is a list of 27 questions with which you can formulate and clarify the requirements for an ECM system in a particular organization. Once again: these questions are better not to ask the client directly. Answers to them can be obtained during a conversation on the topics listed in our previous publication.

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General requirements for document management and storage



1. How should I manage the documents in the organization?

2. How will versioning be performed?

3. How will documents be imported into the archive: automatically or manually?

4. How will documents be indexed: automatically or manually?

5. Whether the document will be translated into other formats. Will the document be translated into other languages?

6. How should the information be archived (i.e. distributed among directories)?

7. Is it necessary to provide the ability to link documents?

8. Do I need to provide access to documents in offline mode? In remote mode?

9. Does your organization have any specific requirements for document management?



Scanning and entering documents into the system



1. How are documents scanned and entered into the system: using the ECM system itself, or does it require the involvement of third-party software?

2. Do you need support for multifunction devices and distributed input of documents?

3. Is integration with other systems and devices (for example, email clients) required?

4. Is document recognition required? And if so, what technologies will be used for this (IDR, OCR / ICR, etc.)?



Document search



1. What are the general search requirements? (Boolean search, wildcard search, word form search, etc.)

2. Do I need a full-text or keyword search?

3. Is it necessary to provide the ability to search multiple repositories, servers, databases?

4. Will a client need a federated search on third-party repositories, mail clients, third-party systems, servers, and hard drives?