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Published December 27th, 2016 by

Document Management Software Price and CRM Integration

How CRM and Document Management Software Price Go Hand-in-Hand

Most organizations in need of document management software already know what CRM (Customer Relationship Management) software is, and what it can do for them.

In tandem, CRM and DMS facilitate the integration of process documentation, ultimately improving the organization’s knowledge of their customer base, including the security and accessibility of the information that has led to said knowledge.

In fact, the DMS-CRM duo is acquiring additional relevance in 2015, for nearly half of businesses deem process-related problems—which DMS could solve—as the root of CRM initiative failures. If you do not know what a document management system is, understanding its purpose will shed further light on its role in the CRM space, particularly with Salesforce.

Additionally, the coupling of CRM and document management software prevents employees from relying on manual metadata searches—searches that make the documents an employee is looking for difficult to find, because each individual who ascribes metadata to a particular document will likely do it arbitrarily and differently from other employees—keeping entire departments, and sometimes entire organizations, off the same page.

A key component of data migration and some CRM templates, CSV is essential to any implementation of a new or updated DMS solution.

DMS that does not have some form of CSV importing will require JSON, XML, or manual uploading, whether numerical or text-heavy, through either a text-editor or a word-processing platform—in some instances requiring manual reformatting efforts by end users.

Essentially, CSV importing automates preexisting information into a Microsoft Excel file, allowing data saving in a table structured format.

Document Management Software Price Differentiators

Why Document Management Software? The answer is simple: it’s a relatively low-cost way to gain an array of sophisticated enterprise-grade security and efficiency features.

The security and price of a document management software vendor’s offerings are interconnected: Greater security means higher prices, but organizations arguably benefit most from an DMS’s security offerings.

Thus, the expenses for enhanced security features are worth it, particularly in the finance, insurance, and legal industries. However, vendors often charge too much for too little, and although many DMS vendors offer a suite of security features, it is up to the prospective buyer to ensure that these security features help their organization obtain compliance in their respective industry.

When selecting a DMS solution, there are four general pricing caveats that small to mid-sized organizations should consider.

  1. Do not jettison security for lower prices on document management software. As previous US Deputy Attorney General Paul McNulty noted, “If you think compliance is expensive, try non-compliance.”
  2. Do not buy from a vendor increasing storage prices incrementally beneath 500 GB. Although physical storage space like filing cabinets cost less up-front, the costs they accrue post purchase are no longer justifiable for any organization.

Paying for an DMS vendors’ cloud storage or on premise(s) solution, regardless of which vendor an organization selects, will be much cheaper in the long run than having physical filing cabinets or other storage methods.

Additionally, it is important, especially when it comes to a shared drive, to disable the shared drive or other previous content repository organization-wide, so content can no longer be duplicated and readily stored in two separate places.

Leaving the shared drive on the desktop or through any other means will invariably lead to organizational confusion when it comes to storage.

  1. Buy from vendors charging less than $400 for one-on-one (vendor to organization) training.
  1. Do consider document management software vendors with built-in costs for a suite of product training options that give you, the prospective customer, options—this generally makes training more cost-effective as the more training options available, the more likely prospective buyers will find an option that works best for their implementation model. Vendors with these options also tend to have digital, interactive, or free training options
  2. Do not purchase from vendors offering implementation as a service for more than $4,000 for up to 15 users. Additional user rates for implementation should cost no more than $150.

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