Automation Software
Published November 10th, 2016 by

Commonly Forgotten Document Management System Tidbits

Important but Frequently Forgotten Aspects of Document Management

Hybrid Document Management Converter and Backup

Although the best DMS vendors will have On-Premise and Online, Cloud-Based products sold separately, they will offer backup to the latter of these two through the prior. Additionally, hybrid converter tools will not conjoin the two products, but rather allow for data migration to a new platform.

Organizations tend to use On-Premise solutions before delving fully into Online, Cloud-Based document management system products. However, within the next five years, most vendors will likely strive to exclusively release hybrid models only.

For organizations that are ready to make the leap to Online, Cloud-Based DMS products, On-Premise to online converter tools—which come built-in to many document management system products—help organizations make the increasingly common leap to the Cloud.

This does not mean that On-Premise solutions are outdated; they merely offer a distinct set of features and benefits that are easiest for new DMS users to utilize, particularly those whom are working in an organization with a preexisting IT team and want to keep security efforts internalized

Document Management System Mobile Phone Applications

As business becomes increasingly mobile, security and accessibility become even more critical, therein demanding document management system features to regulate and modify the world of mobile enterprise. This is especially true for compliance-centric business needs.

Generally, mobile applications for DMS products should have “at-a-glance” functionality and responsiveness, including the ability to sync with client-sharing portals used to send sensitive information.

Electronic Data Interchange (EDI) Models and the DMS Source Code Debate

Two discussions are particularly important in understanding the security capacities of a document management system: A) how DMS augments the technology standards put forth by EDI models in the past 30 years, and B) the distinction between open-source and closed-source DMS options.

Electronic Data Interchange is the electronic interchange of organizational information, which uses a standard template and typically an open-source platform—for example, email falls under the EDI umbrella.

However, EDI’s open-source platform, at least as it pertains to the security of organizations’ information, has benefits and drawbacks: An open-source communication platform is one whose source code is modifiable, meaning hackers can manipulate the software, program, or application to develop methods of exploiting information contained within the document management system.

However, others may argue that open source software is beneficial in contrast to closed-source software because it can be altered to meet individual companies’ needs. Therefore, when purchasing an open-source software, one purchases the right to use and tailor its source code to his or her own needs, whereas one who buys a closed-source software is merely purchasing the proprietary right to use it. This dichotomy is also relevant from the perspective of the operating system:

Many of the DMS-relevant arguments for open-source platforms were first illustrated by Linux founder, Linus Torvalds, via “Linus’ Law.” The law states that “Given enough eyeballs, all bugs are shallow,” meaning the more coders who can see and alter a set of code, the more likely issues with the code can be resolved.

However, this increases workload for document management system users’ IT teams and developers. However, most DMS vendors prefer the closed-source software model, leaving as little work for the organizations they sell to as possible.

This means that even though open-source software allows authorized personnel within organizations to promptly fix software bugs and alter code, it does not expedite the repair process in many cases. Consequently, businesses using open-source technologies to transmit information are paying opportunity cost to fix open-source software defects.

In general, organizations in innovative industries tend to benefit most from open-source models, whereas organizations more concerned with security may benefit more from closed-source software. Neither open-source nor closed-source is superior to its counterpart, but each has distinct benefits and drawbacks.

A Note on Implementation Steps

Although hiring temporary employees to scan documents may seem cost inefficient, it only seems so because the dollar figures used to pay the temporary employees are used faster and easier to quantify than the losses incurred from using existing employees to scan and upload documents to the DMS.

The latter of these two options is most desirable if business continuity is important to an organization throughout the installation process. Be sure to remember these and other crucial implementation steps as needed.

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