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Subject: Re: what to say to document management naysayers
From: "Jones, Virginia" <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Thu, 7 Dec 2006 10:06:16 -0500

text/plain (70 lines)

<What are thet top ten reasons for spending money on good document
management software?>

More to the point, what are your objectives in purchasing a good
document management software?  Based on the points you listed, it
appears you are only looking at software to manage files on PCs or on
servers, not an EDMS or an ERMS.  Purchasing and EDMS or ERMS (or,
preferably, a product that encompasses both) has a host of benefits to
the organization that a simple document management software does not.
Take a look at the AIIM Recommended Practice (ARP1-2006), Analysis,
Selection, and Implementation Guidelines Associated with Electronic
Document Management Systems (EDMS)
( should be a free download
pdf).  This gives some excellent pointers and lists a number of

Ginny Jones
(Virginia A. Jones, CRM, FAI)
Records Manager
Information Technology Division
Newport News Dept. of Public Utilities
Newport News, VA
[log in to unmask]

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Chris Graves
Sent: Thursday, December 07, 2006 8:30 AM
To: [log in to unmask]
Subject: [RM] what to say to document management naysayers


Yesterday I was at a meeting with a document management software
vendor.  Afterward, one of my co-workers who had been present
approached me and asked, "I can't see why we need to use document
management software." I have to admit I was surprised by this as the
presentation was fairly standard (i.e. not too overly technical) and
highlighted some useful information management features.

Still, if someone can walk away from a meeting with such a fundamental
question as that on their mind, what would you tell them?

What are thet top ten reasons for spending money on good document
management software?

-fast searching (compared with slow Windows explorer)
-vsn combine the ease of Google with the familiarity of Windows
Explorer browsing (suits different searching behavior preferences)
-can potentially search across multiple databases (if you have them)
-can manage access privilege setting more easily (than in Windows, for

What else?

Otherwise, why would you *not* use document management software? From
my standpoint, I am baffled why we need to add such software to
computers: from where I sit, this is how computers should operate
initially anyway.

Comments welcome.


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