A well thought-out specification sheet is the key to finding the right document management system for your company. It provides clarity about requirements, offers orientation in a complex market and makes it easier to select the right DMS software. In this article, you will learn what a professional specification sheet should contain and how to create one.
Why a specification sheet is indispensable in a DMS project
A detailed specification sheet is the cornerstone of a successful DMS project. It helps companies to select the document management system (DMS) that best suits their individual requirements. In a complex DMS market with countless providers and different functions, a specification sheet provides orientation and structure.
In this article, you will learn how to create a professional specification sheet for a DMS and which aspects you should consider.
The path to a paperless office
DMS software has the potential to completely rid your office of tedious paper and thus save you money. However, this decision also presents you with a significant challenge: you have to find the right system for your purposes – and that in a sea of providers and systems.
Would you like to find out more about the paperless office? Then we recommend our free white paper.
What is a DMS?
DMS is the abbreviation of the word document management system. It is an electronic system for managing documents. DMS software makes it possible to capture, archive, categorize and process documents and link them together. Essentially, it supports the database-supported organization of documents using appropriate software.
The main task of a document management system is the digital and centralized archiving of all electronic documents that arise in an administration or a company. It accompanies the entire life cycle of a document – from its creation and processing through to final archiving or deletion.
A DMS system usually has a modular structure. Different modules cover specific task areas. These can be integrated or not, as required.
Tip: In our official DMS guide, you can find out everything you need to know about document management systems, including the benefits for your company, various checklists and best practices as well as a chapter on the “Document management system introduction concept”.
DMS software as a collaboration tool
The DMS software is centralized. This means that all employees work with the same, correct data. This significantly improves cross-departmental collaboration. Workflows become more transparent and efficient for everyone involved.
Before the DMS specifications: Why you should initiate a separate DMS project
The search for the right document management system presents companies with numerous challenges. The introduction of such a system usually affects several departments and has far-reaching effects on internal processes and workflows.
It therefore makes sense to treat the search for a suitable document management system as a separate project. A dedicated DMS project creates clear structures, defines responsibilities and ensures that requirements are systematically recorded and prioritized. In addition, the structured project approach enables a well-founded market analysis and a transparent selection process in which different providers and solutions can be compared in a targeted manner.
Step by step to the DMS specifications
1. define goals and requirements
Before you draw up a specification sheet, you should be clear about the goals you are pursuing with the introduction of a document management system. Ask yourself:
- What are the current challenges in document management?
- Which processes would you like to optimize with the DMS?
- What specific corporate goals are to be achieved through the introduction of the DMS?
These objectives form the basis for the requirements that you record in the specifications.
2. process-oriented description
The specifications should not only list functional requirements, but should also be based on the existing processes. Describe in detail how documents are currently processed, archived and forwarded. Identify weak points and consider how a DMS system can make these processes more efficient.
3. involve all departments
The introduction of a document management system usually affects the entire company. It is therefore important to involve all relevant departments and specialist areas in the creation of the specifications. This ensures that the DMS meets the requirements of all departments and that cross-departmental workflows are improved.
4. formulate requirements instead of solutions
Avoid specifying concrete technical solutions in the requirements specification. Instead, concentrate on the requirements. Potential providers can then offer more flexible solutions and better evaluate whether their software fits your needs.
5. consider technical and organizational requirements
In addition to the functional requirements, technical and organizational criteria should also be described in the specifications. These include
- Required interfaces and connections to existing systems
- Safety requirements
- User administration and role rights
- Service level agreements (SLAs) and support services
Specifications DMS template
The following structure is an exemplary template for a DMS specification sheet that companies can use as a guide. As every company has different requirements and processes, the structure of the specifications can and should be customized accordingly.
Introduction:
- Objective of the project
- Brief description of the company
Current ACTUAL situation:
- Existing IT infrastructure
- Number of users
- Document processes and workflows
Functional requirements:
- Document capture and archiving
- Workflow management
- Authorization and rights management
- Required interfaces
Non-functional requirements:
- Performance requirements
- Safety requirements
- Scalability
Organizational requirements:
- Training requirements
- Support and maintenance
Project schedule:
- Milestones and deadlines
Contact person:
- Responsible persons in the company
Conclusion: The requirements specification as a success factor for DMS implementation
A professional specification sheet creates the basis for the successful introduction of a document management system. A structured DMS specification supports companies in selecting the right software and provides a valuable basis for the entire course of the project. It also serves as a helpful DMS specification template that is easy to understand for potential providers and internal project participants alike.
With a well thought-out concept for the introduction of a document management system, companies can optimize their processes sustainably and benefit from the advantages of digitization in the long term. Use the specifications not only as a template for selecting a provider, but also as a tool to systematically and successfully implement your DMS introduction.