Feasibility Study for DMS
Many projects do not reach a desired outcome. Rather they are cancelled midway due to nonalignment with business objectives or lack of ownership or budget constraints etc. In order to reduce the chances of failures, a feasibility study can be used as a tool to conduct preliminary investigation of requirements.
The purpose of a feasibility study is to determine whether the implementation of a Document Management System tool supports the mission and objectives of the organization. It is an initial assessment of the usability of DMS tool and the practicability of achieving a successful implementation.
Time and other resources to conduct a feasibility study that covers all types of business processes where document management opportunities exist might be scarce. But documents being a core element in most business processes, there is a need to scope the feasibility study (i.e. the requirements gathered as part of the study need to have a defined scope before starting a more detailed requirements analysis investigation).
In many organizations, the number of projects exceeds the capacity of the organization to undertake them. It is necessary to rank projects and to ensure that initiated projects meet its likely outcome. Hence, the feasibility study of a DMS project with respect to below points is needed:
• If Managements is aware of such a change and ready to support anticipated outcomes
• If the changes incorporated as part of a DMS tool are within the organization’s policies
• If it is practical to deploy resources for the project given other initiatives that are in progress
• If the DMS tool project can impact any other project in progress or in pipeline
• If this is the right timing to start a DMS project.
When all the discussions are happening it is also important that DMS project initiators have some strong point to justify the reason for DMS projects. Some of the benefits, which can be used as points for justification are:
• Faster retrieval of documents thereby enhancing the capability of a system
• Proper and faster publishing of documents, by using automated workflow to route documents to appropriate owner. Hence, communication is faster.
• Automation helps in improving accuracy thereby improving quality and fewer chances of errors.
• Better customer service, since a DMS tool can help in easier location of documents and any other relevant archived material
• Cost savings, since amount of time spent on storing and searching is saved. Employee productive time can be used for other purpose.
Ultimately, the feasibility study will assist organizations to allocate resources and money for the specification, acquisition, development, and implementation of a DMS system. The organization should consider the feasibility study as an essential component of the project life cycle. If the organization can not get the preliminary planning and definition correct during the feasibility study, then it is unlikely to get it right at all.
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Tagged document management