Businesses are responsible for managing a large amount of documents. From internal processes to contracts to files containing client information, it can be overwhelming. A document management system (DMS) can help solve this challenge and enable your business to work more efficiently. 

In a previous article, we defined what a DMS is and how it can benefit business. In this guide, we’re going a level deeper to share how to choose the right DMS, along with steps for building a document management system from planning to implementation and beyond. 

How to plan and build a document management system

When planning and building a DMS for your business, it’s best to take an approach that will enhance productivity, collaboration, and compliance. 

In this section, we outline how to evaluate and choose a DMS, five steps for building a DMS instance that works, and post-launch considerations to keep in mind. By following the processes and tips outlined in this article, your business can get the most out of its new DMS. 

How to choose a document management system 

Choosing a DMS is a big decision as it directly impacts your company’s operational efficiency, data security, and productivity. Finding one that’s right for your business requires careful planning and consideration.

Assess current document management procedures

An important part of evaluating your needs for a DMS is understanding the effectiveness of your current document management procedures. The following list of questions can help you identify areas for improvement in your current document management strategy and approach: 

• Are all your documents listed digitally and categorized based on type, purpose, and sensitivity?
   
• Do you have a standardized process in place to capture paper-based documents and convert them into digital format?
   
• Are digital documents stored in a centralized place with logical organization?
   
• Are access controls implemented to restrict document access based on user roles and permissions?
   
• Are you using a standardized search interface or tool for locating documents based on metadata, keywords, or full-text search?
   
• Are document versions managed, tracked, and accessible to authorized users?
   
• Are document retention policies in place and enforced based on legal, regulatory, and business requirements?
   
• Are employees trained in your document management policies, procedures, and best practices?
   
• Are key performance indicators (KPIs) set to measure the effectiveness of document management procedures?
   
• If you are currently using a DMS, have you integrated it with other business applications and is it scalable to accommodate growth?

Any questions you answered ‘no’ to will help you understand what features and capabilities you might need from a DMS. This is a crucial step as you look to uplevel your strategies and procedures for document management and storage. 

Related read: Document management best practices 

10 steps for evaluating a DMS

Consider the following to make an informed decision on a DMS:

1. Assess business needs and objectives. 
 

2. Define any key features and functionalities you need to meet those objectives.
 

3. Research available solutions that offer the features and functionalities identified in step two.
 

4. Evaluate how user friendly each platform is for the people who will be using it. 
 

5. Determine how well the DMS can integrate with any existing software you have. 
 

6. Evaluate the security features offered and whether those support the regulatory requirements for your industry. 

After going through each step outlined above, compile a short list of solutions and complete the final four steps:

7. Compare features and pricing (e.g., subscription costs, user licenses, and storage fees). 
 

8. Request demos and free-trial periods to see firsthand whether the solution will work for your business.
 

9. Find current and past user reviews of the solution you’re considering.
 

10. Choose the solution that’s the best fit for your business needs.

5 steps to build your DMS

Once you’ve gone through the process of evaluating your business needs and narrowing down your list of solutions, it’s time to make a selection and get building! Here are five steps to help:

Step 1: select development tools and technologies

After going through the 10 steps outlined above, you need to choose which type of system you want to use. Cost, ease of use, customization, scalability, and support are all important features to consider.. 

Here are three types of DMS technology to consider:

• Commercial DMS software: This customizable solution is developed and maintained by a service provider or vendor. It offers robust security, regular updates, and often a support person or team. Commercial DMS solutions are typically turnkey, making implementation faster than other options. 
   
• Open-source DMS frameworks: This type of DMS is developed by a community of contributors, so it’s often more customizable than a commercial solution. Lower upfront costs associated with an open-source DMS are a bonus for businesses with budget constraints.
   
• Custom built DMS solutions: A custom DMS is a tailored solution specifically built around a company’s unique needs. It is especially useful for businesses adhering to strict regulatory compliance. Custom solutions can also integrate more easily with existing tech stacks, and provide complete ownership and control over the solution. 

Step 2: implement core functionalities

After selecting a DMS for your business, it’s time to start the implementation process. The graphic below illustrates what the ideal process should look like.

Step 3: integrate with existing systems

Integrating a DMS with other systems improves data visibility, streamlines processes, and enhances organizational collaboration. Here are six common integrations:

• Enterprise resource planning (ERP) systems: Exchanges data seamlessly between document management and core business processes such as accounting, inventory management, and procurement.
   
• Customer relationship management (CRM) systems: Improves efficiency and service by connecting customer-related documents — such as contracts, invoices, and correspondence — directly with customer records.
   
• Email and communication platforms: Centralizes correspondence and makes it accessible by capturing and storing emails and attachments from other solutions (e.g., Microsoft Outlook, Gmail, etc.) directly into the DMS.
   
• Productivity and collaboration tools: Improves productivity by enhancing document sharing, co-authoring, and collaboration capabilities within tools like Microsoft Office, Google Workspace, and Slack. 
   
• Workflow and business process automation tools: Reduces manual tasks and streamlines workflows by automating document-centric processes across tools like Zapier and Microsoft Power Automate. 
   
• Electronic signature platforms: Reduces paperwork and speeds up approval processes by facilitating the signing and approval of documents (from DocuSign or Adobe Sign) within the DMS. 

Step 4: test to ensure proper set up

Before rolling out a DMS to your organization, conduct rigorous testing. This can’t-miss process should include testing for functionality, integration, security, performance, compatibility, regression, accessibility, data migration, and user training.

At a high level, testing will:

• Verify that features and functionalities work as intended. 
   
• Confirm data exchange, interoperability, and compatibility with integrated systems. 
   
• Ensure the DMS meets usability and workflow requirements.
   
• Identify and address security vulnerabilities. 
   
• Evaluate the scalability, responsiveness, and stability of the DMS. 
   
• Ensure updates do not affect existing functionality. 
   
• Verify compatibility across platforms, devices, and configurations. 
   
• Guarantee compliance with accessibility standards such as WCAG (Web Content Accessibility Guidelines). 
   
• Confirm data is transferred accurately from existing systems without loss or corruption. 
   
• Ensure users have necessary resources and assistance to effectively use the DMS. 

Step 5: deploy in a phased roll-out approach

A phased roll-out approach is highly recommended when implementing your DMS to minimize everyday workflow disruptions, manage risks, and gather feedback from early adopters. This supports successful adoption across your organization. 

Consider deploying a phased rollout:

• Early adopters: Start with a small group of pilot users who can test features, give feedback, and be advocates for the full rollout. 
   
• Departmental: Once the DMS is tested and refined in the early adopters stage, provide targeted training to select departments to help make the full-team transition as smooth as possible.
   
• Gradual expansion: Continue expanding access to the DMS based on departmental priorities, user readiness, and resource availability. 
   
• Full access: Grant full access to all employees and continue to provide comprehensive training and support to encourage full adoption. 

Testing, iterating, and training during each phase is critical to maintaining organizational workflows and increasing the likelihood of successful adoption across your business.

Related read: How to find weak points in your workflow

Post-launch and maintenance considerations 

Selecting and implementing a DMS are two pieces of a three-part equation. Just as important? What happens after. The post-launch period is critical to long-term success.

When implementing new software, businesses should never take a set-it-and-forget-it approach. This holds true for a DMS. Collecting user feedback, addressing issues in real-time, and providing ongoing training are all key to meeting user adoption and retention goals. Ongoing monitoring and evaluation will help you optimize the system to work best for your teams.

User-training and adoption strategies

Consistent and ongoing training for DMS users goes a long way in ensuring successful adoption. But getting employees to participate in training isn't always easy. 

Gamification is a type of training that uses interactive quizzes, badges, and leaderboards to encourage engagement. It's a proven tactic that's used in nearly every industry and sector. Be sure to offer varied training opportunities, such as workshops, online tutorials, role- or scenario-based training, Q&A sessions, and peer-based training. 

Software providers usually offer training modules as part of post-implementation support. Open-source frameworks also have training resources from its collaborator community, but it is recommended, if you’re using this type, to develop more specific training tailored to your business. For custom-built solutions, whether built in house or with a third-party partner, developing training modules should be part of the build out strategy. 

Whatever training approach you take, it’s important to create comprehensive documentation to boost adoption. Examples include:

• User guides: Provide step-by-step instructions for how to use the DMS so users understand processes for uploading documents, searching, creating folders, and more. 
   
• Administrator guides: Empower system administrators to manage settings, accounts, user permissions, and more with documented administrator guidelines. 
   
• Policies and procedures: Ensure consistency and compliance with guidelines for naming conventions, folder structures, access control, compliance, and more. 
   
• Training materials: Record, document, and make all trainings available and easily accessible to encourage ongoing training and development. 
   
• FAQs: Support user independence by providing detailed answers to frequently asked questions. Include troubleshooting advice, contacts for support, and other resources. 
   
• Reference guides: Help users quickly find information or learn a new process with things like cheat sheets or system summaries. 
   
• Release notes and updates: Keep users informed of new features, fixes, and enhancements by regularly publishing updates.
   
• Best practices: Get the most out of your DMS by outlining best practices for organizing documents, managing workflows, and collaborating with team members. 
   
• Feedback channels: Continually improve usability by establishing user forums, suggestion boxes or dedicated emails to collect feedback and questions.
   
• Version control and documentation repository: Make it easy to search and find documents in one central location. 

Ongoing maintenance and security updates

To keep your DMS in tip-top shape, you'll need a regular maintenance schedule. While most reputable software solutions will have security updates and maintenance already baked in, it’s important to perform ongoing audits and maintenance tasks to make sure the system continues running correctly. 

Security updates are a top priority as many industries have regulatory compliance they must follow. Additionally, compliance violations are costly, both from a financial and reputational standpoint. Reference the ten steps for evaluating a DMS in the previous section when vetting a solution. 

Organize, secure, and streamline workflows with a DMS

A DMS is an essential business tool. Not only does it improve efficiency, it enhances collaboration, compliance, and productivity. Features such as version control, customizable metadata, and seamless collaboration capabilities enable organizations to effectively manage documents and maintain compliance.

To create a document management system is no easy feat. Following the approach outlined in this guide will help you identify the right solution for your business and understand how to customize and roll out your DMS.