In this article we’ll explore:
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Businesses tend to rely on multiple software solutions to streamline operations.
One of these solutions is a digital document management system (DMS), which works to improve efficiency across many different areas of an organisation. However, this efficiency is limited if it isn’t seamlessly integrated with your existing tech stack.
Selecting the right DMS ensures you have smoother workflows, better collaboration, and improved data security without disrupting current systems.
So, what do you need to take into consideration when choosing the right document management system?
1. Understand Your Existing Tech Stack
Before choosing a DMS, look at the software solutions you are currently using.
Identify key platforms such as:
- Customer Relationship Management (CRM) – e.g, Salesforce, HubSpot, Zoho CRM and so on
- Enterprise Resource Planning (ERP) – e.g, SAP, Oracle, Microsoft Dynamics
- Cloud Storage – e.g, Google Drive, OneDrive, Dropbox
- Collaboration Tools – e.g, Microsoft Teams, Slack, Zoom
- Project Management Software – e.g, Asana, Trello, Monday.com
Understanding what tools need to integrate with your DMS will help you select the best business fit.
2. Prioritise Compatibility and Integration
A well-integrated DMS ensures you have efficient workflows.
Look out for:
- Native Integrations – Pre-built connectors for seamless plug-and-play functionality.
- APIs and Webhooks – Ensure open APIs are available for easy custom integration.
- Cloud vs. On-Premise Compatibility – Determine if the system supports hybrid environments.
3. Scalability and Flexibility
Your document management needs will grow and change over time as the business adapts to new environments and a growing workforce.
Choose a system that:
- Can handle increasing document volumes
- Supports multiple storage options (cloud, on-premise, hybrid)
- Offers add-ons or third-party app marketplaces for extended functionality
A scalable DMS ensures long-term value and avoids the hassle of switching platforms later.
4. Security and Compliance
For industries with strict regulations (finance, healthcare, legal), security and compliance are essential.
Look for:
- Role-Based Access Control – Ensure only authorised users can access sensitive data.
- Encryption Standards – Have end-to-end encryption for data protection.
- Regulatory Compliance – Different industries have specific regulatory requirements with GDPR also there to consider for all businesses
- Audit Trails – Automated logging to track document history and modifications.
A compliant DMS minimises security risks and ensures regulatory adherence.
5. Ease of Use and Adoption
A feature-rich DMS is useless if employees struggle to use it.
Key usability factors include:
- Intuitive User Interface – Easy navigation and accessibility is key for everyone to get to grips with it being a part of their daily tasks
- Mobile-Friendly Design – Remote access for increased flexibility is essential for businesses operating a hybrid and/or remote workforce.
- Training Resources – Tutorials, documentation, and customer support can aid employees everyday use.
- Integration Support – Assistance for implementation and troubleshooting so you can ensure the DMS is maximising efficiency is vital.
A user-friendly system accelerates adoption and minimises disruptions in daily operations.
6. Cost vs. Value
Budget is an important consideration, but the cheapest option isn’t always the best. Assess the Total Cost of Ownership, including:
- Licensing Fees – Are there monthly or annual subscription costs?
- Integration Costs – What are the additional expenses for custom API development.
- Customisation Fees – Do you need to make any modifications tailored to your business needs?
- Support Packages – Are you able to access vendor-provided technical support and updates?
Weigh the cost against long-term value to ensure a cost-effective investment.
7. Vendor Reputation and Support
A DMS provider should be reliable and responsive.
Before committing, make sure you research:
- Customer Reviews & Testimonials – Real experiences from other users will show whether the solution will be a good fit for your business from a practical perspective
- Support Availability – The availability and accessibility of 24/7 support, chat, email, or phone assistance.
- Update Frequency – How regular feature enhancements and security patches will ensure the longevity of the solution.
- Product Roadmap: What the plans are for future improvements and integrations.
Selecting the right document management system involves more than just picking a feature-rich platform.
It’s about seamlessly integrating with your existing tech stack, ensuring scalability, and maintaining security while remaining cost-effective. By carefully evaluating compatibility, usability, and vendor support, businesses can implement a DMS that enhances efficiency and future-proofs their document management strategy.
Are you ready to upgrade your document management system?
We take pride in delivering exceptional document management solutions. Our DMS solution, Aviary ensures you have a central system and a secure hub for managing all your documents.
It’s feature rich and comes with a wealth of integrations to make your workflows efficiency and streamlined.
You can take advantage of:
- 256-bit Encryption
- Two-Factor Authentication
- SSL-connections
- Custom password policy
- Triple Backups
- Recycle Bin only visible to account administrators
- MS Entra ID, Okta & Google SSO integration
- Microsoft Office 365 integration
- Branch company support
- Microsoft Office 365 integration
- Outlook Add-in
- DocuSign integration
- Mobile and tablet friendly
- Desktop app
- Store & Embed URLs
Talk to a member of our team today and let’s transform the way your teams collaborate and manage documents.