Eight Essentials of Product Innovation

According to Colin McArdle, Tikit’s Senior Account Director for the Accountancy sector in EMEA, we’re at the point where firms can clearly see the benefits of a cloud-based document management system (DMS). The question is now, “Which system should I choose?” Here Colin provides some useful answers.

I find that the firms I talk to these days are fully convinced of the benefits of a cloud-based DMS. On the one hand, there’s a really strong recognition that on-premises systems have had their day. They’ve just become too unwieldy and expensive to maintain, update and house – to the point that IT is using up huge amounts of time just “keeping the lights on” On the other hand, cloud-based applications have now proved their value.

Firms are now keen to partner with a cloud provider who takes the burden of on-premise document management systems away and in its place offers high levels of security, seamless updates, high reliability and cost certainty. At the same time, a huge attraction is that all disparate document management systems in use, can be consolidated on to one cloud-based system. This is clearly much more efficient for users and at the same time much better for audit, governance and compliance.

So at this point the question becomes not if firms should move to a cloud-based DMS but rather which one. That’s why the bulk of this article is about how to choose a cloud-based DMS.  That said, there’s really only one factor you need to consider, and that’s the rate of adoption. If a system isn’t happily and readily adopted by the user-group then its value stalls. You’ll be paying for licences for 100 per cent of your people. If only around 30 to 40 per cent adopt the new DMS – and that’s a realistic figure for systems that don’t work well – you’ll be wasting a lot of money on unused licences. The question becomes, “What drives cloud-based DMS adoption?” The answer lies in the extent to which it lets people work in the way they want to and in the clear benefits delivered.

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