How to pick the best document management company

When choosing a vendor to help you transition to electronic document management, it's easy to get overwhelmed. There are dozens of companies out there who will claim to have the best solution for your situation – and they probably say that to any potential customer who walks in their door.

Document management systems can also range from simple off-the-shelf software packages to enterprise-level custom installations that cost tens of thousands of dollars. How do you make sure you choose the best document management company for your business? Here's a quick overview.

Set your expectations
Before you even start talking to potential vendors, it's important to carefully analyze your needs. The most critical is what kinds of documents you want to store. Contracts, HR records, blueprints, product specifications, legal files – whatever documents you have, there's a system out there that's right for you.

You'll also need an estimate of how many documents you want to store. The best document management companies will help you work out a solution that can accommodate your current files and allow for your future growth.

Decide what characteristics are important to you
There are many factors you can use in your document management decision. Decide which are most important to you and make sure you evaluate each candidate on those factors:

• Longevity: the best document management companies have years of experience to draw on.
• Familiarity with your business: look for a track record of success with business like yours, both in size and industry
• Consultative approach: transitioning to a document management system is a complex undertaking: your vendor should help you plan the switchover and provide assistance during the process
• Business focus: it's best to choose a company that has document management as their primary business – not some other business application.
• Scanning services: if you want to have large archives scanned into your new system, make sure the company you choose can provide that service at a reasonable cost. 

Choosing the best document management companies
As you search for the best document management companies, you'll probably encounter two very different approaches: traditional client-server systems, where you run the software on your own computers, and application service provider (ASP) models, in which your electronic documents are stored at the software company's data center and you access them over the Internet.

Both models provide excellent reliability and most of the same features. One important distinction is that client-server software involves a larger up-front purchase fee, while ASP software is usually priced per user per month.

Ultimately, the best document management companies are those that treat your business like a partner, taking the time to understand your needs so they can offer a solution that you'll be happy with. And the first step in finding the best partner for your document management needs is using BuyerZone's free document management software quote request service to get connected to qualified suppliers in your area.