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Document Management Project

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by skanddwd

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I have just been given oversight responsibility for managing a Document Management Project. I don't know much about this topic and was wondering if anyone out there could help?

The project is to select and implement a Document Management tool. Does anyone have a sample project plan for this type of activity? We don't need anything complicated; we just have several thousand files we need to control (archive, access).

Any pitfalls or pointers anyone can share with me who's done this before?

Thanks in advance for any help.

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by j.wallace

I can try. Determine needs, research software with compare and contrast, decide top picks, write proposal, get approval to spend the money, buy software, learn software, study users*, write policy and procedures, train trainers, they train users. Then, continue process improvement.

For studying users - find out how they already find the files they need and see if they have any preferences on the archive structure. Change as little as you can from what they already do habitually.

Limit privileges to promote security.

If feasible, have file and folder names that will make equal sense to a temp and a C-level officer. No need to be cryptic. Also consider people with dyslexia. Avoid putting certain combinations of letters and numbers together like 0O, 1l, 2Z, 5S, 6G, 8B...

As for the tool itself, there are some comments in previous Q&A on here.

There are MANY available tools for this and many questions to consider. Do you need concurrent users? What types of content do youneed to keep?

And so on. Here's an article that can help from PCWorld..

Enterprise Technology: Choosing the Right Content Management System

www.pcworld.com/features/article/0,aid,50428,00.asp

This low-cost product has got some good reviews:
www.asksam.com

Rick

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