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Solutions
Document Management
AIIM defines Document Management as:
“Document management, often referred to as Document Management Systems (DMS), is the use of a computer system and software to store, manage and track electronic documents and electronic images of paper based information captured through the use of a document scanner.”
Oyster IMS do not resell any particular Document Management System but rather provide consultancy services to organisations to assist them in understanding their Document Management requirements and to find the best solution for their needs.
Engagements may occur after an initial Information Audit has been carried out. However, we are also engaged by organisations specifically to develop a Document Management solution.
Though we subscribe to the AIIM definition of Document Management we recognise that organisations requirements in this area may, in fact, be broader in scope and cover other elements such as:
- Document Capture
- Records Management
- Workflow and Business Process Management
- Collaborative working
- Email management
- Classification and taxonomy
We understand all these concepts and can provide consultancy and solutions across this broader range of requirements.
Oyster IMS have provided consultancy around Document Management and related issues to a wide range of organisations. This includes helping organisations define and understand their Document Management need; advising organisations on processes and methodologies to maximise their use and ROI on already purchased systems; and supporting clients through the procurement and implementation of enterprise wide Document Management applications.
Oyster IMS can provide consultancy in the following areas:
- Strategic Review – We will review your information assets, seek to understand their value and identify the processes surrounding the use of that information. We will then build up a statement of your requirements, creating a “Vision for Document Management”.
- Detailed Review and Analysis – We will provide a detailed review of the current “as is” state using a variety of methods from detailed process mapping, on line questionnaires, stakeholder and business user interviews and system analysis. We will then work with your business to identify the desired “to be” state. Following this a Gap Analysis of the existing people, process and technology will allow us to determine the best next steps whether this is the procurement of new technology, new policies and procedures, retraining of staff or a mix of all of these.
- System Procurement – We will work with you to gather Detailed Business Requirements for the procurement of a Document Management system. We can then either support you throughout the procurement, or run the process entirely because we are completely independent from any of the vendors. We will add value by ensuring that your requirements are clearly articulated to the various system vendors using language and concepts that they understand. This will ensure that you are more likely to procure the most appropriate solution for your needs. We can work with your organisation to:
- Plan the procurement process
- Create the Long List of appropriate vendors
- Develop the right Request for Information (RFI)
- Evaluate the responses and create a Short List of vendors
- Set up vendor presentations with Business Use Cases
- Create a Request for Proposal (RFP) designed to ensure comparative responses from vendors
- Evaluate the detailed responses providing feedback and further questions between the business and vendors
- Set up and score relevant site visits and reference sites
- Build detailed scoring and evaluation matrices for all decision points to show full transparency in the selection process
- Identify the most suitable system for the business
- System Implementation – We can provide Consultant and Project Management resource to work alongside you during the implementation of Document Management system, helping to ensure that your vision and requirements are properly reflected in the system design and implementation provided by vendors.
- Microsoft SharePoint – Organisations are increasingly looking to SharePoint, and in particular Microsoft Office SharePoint Server 2007 (MOSS 2007), to meet their Document Management needs. Whilst you may be looking to implement SharePoint to deliver to a strategic vision, it is often the case that organisations are faced with a viral growth of the application as users take advantage of its ease of deployment. Oyster IMS can create policies and procedures to bring control to the use of SharePoint. We can also advise on best practices around the deployment and implementation of SharePoint for Document Management at departmental or enterprise level, working with you to create the correct structure for your repositories and metadata.
- Saas - To mitigate capital investment costs and for ease of deployment, organisations are increasingly looking at Software as a Service solutions when selecting new technology. Through our partnership with SoftCo, we are able to offer a SaaS document management solution - Oyster IMS on-demand.
- Enhancing Solutions - We can develop solutions to complement and enhance your chosen Document Management system using our Document Capture and Records Management technologies, Kofax Capture and Autonomy Records Manager, respectively. In addition, using Active Navigation, we can assist you in classifying and migrating your legacy content.