Choosing Wisely: A Framework for selecting the Optimal Document Management System for Organizations

Authors

Ravi Sankar Thinnati Palanichamy

Abstract

In contemporary business environments, effective document management is pivotal, particularly concerning vendor contracts. Many organizations face significant challenges in managing these critical documents, with traditional storage methods such as local folders and shared drives falling short in functionality surrounding sorting, searching, and compliance. This often results in missed renewal deadlines and potential liability issues. This paper presents a comprehensive framework for selecting an optimal Document Management System (DMS) addressing these specific challenges. The framework delineates essential functionalities required for effective contract management, including real-time collaboration, secure storage, automated renewal alerts, and access controls, tied to established methodologies such as Lean and Agile for improved operational efficiency. By employing qualitative methodologies supplemented with designated empirical data, this research establishes a structured approach to assist organizations of all sizes in identifying and implementing suitable DMS solutions. The findings demonstrate the potential of a well-selected DMS to enhance organizational efficiency, streamline compliance processes, and foster a more collaborative work environment. This framework serves as a guide for organizations to make informed decisions about their document management needs based on size and operational demands.

Keywords

Choosing Wisely: A Framework for selecting the Optimal Document Management System for Organizations. Ravi Sankar Thinnati Palanichamy. 2020. IJIRCT, Volume 6, Issue 4. Pages 1-5. https://www.ijirct.org/viewPaper.php?paperId=2503024