%20system%20can%20sometimes%20feel%20like%20a%20daunting%20task;%20there%20are%20so%20many%20products%20and%20such%20a%20wide%20range%20of%20different%20features%20available%20to%20choose%20from%20right%20now.%20To%20help%20you%20avoid%20making%20a%20bad%20choice%20and%20wasting%20money%20on%20the%20wrong%20one,%20here%20are%20a%20few%20tips%20to%20help%20you%20decide%20what%20you%20actually%20need%20from%20your%20new%20Document%20Management...){kind=link}
Seven Things To Avoid When Choosing An Online Document Management System
Choosing a new Software as a Service (SaaS) system can sometimes feel like a daunting
task; there are so many products and such a wide range of different features available to choose from right now. To help you avoid making a bad choice and wasting money on the wrong one, here are a few tips to help you decide what you actually need from your new Document Management service.1. You don't want an insecure system.
Make sure you opt for a system from a reputable, well-established company which will ensure all your files and folders are regularly backed up and encrypted. Fire protection and climate control are vital and should be included with the server environment. A reputable service will also guarantee multiple internet connections from a range of internet providers, and back up all your data continuously throughout the day. If the company is not ISO20000 certified then they are not up to the security requirements that you will want for your company.
2. Avoid expensive contracts.
Look for a flexible service which will enable you to rent just the number of users you require, and for as much time as you need them. You should be able to downgrade as well as upgrade your system very easily, and change to another one if you so wish. Beware of SaaS providers who tie you into fixed length contract upfront.
3. A system that won't grow with your business is not a system at all.
Choose a product that allows you to start small and add users and space whenever you want, as your company develops and your requirements multiply. The best SaaS products allow you the flexibility to start with a single user but are perfectly capable of handling many thousands. Avoid systems that do not give you this capability.
4. Make sure you don't pay too much for an online system.
Some SaaS systems are expensive, but there is a world of choice out there and all that competition has created some keenly-priced services. The best will offer a comprehensive range of tools and features at an affordable price, somewhere in the region of 7 - 10 per user per month.
5. Make sure you don't pay too little.
There are a number of free services out there. A lot of them are worth the money you pay for them i.e. nothing. They aren't always available, they are always changing the service and, because they are aimed at the mass-market, they probably don't do what you want. These may be OK for youngsters swapping music but they are not a proper business tool.
6. Avoid systems that are over-complicated.
Embarking on an expensive and time-consuming program of re-training for yourself and your staff before you can even get started is counter-productive. A good SaaS service should be easy to set up and easy to use, and require only minimal training and guidance to make you familiar with the tools you use most frequently.
7. If you can't try it, don't buy it.
Most reputable SaaS providers will give you the option of a free trial for a month or so. Make sure you check out how easy it would be to change your mind, pull out of the purchase and download your data to an alternative SaaS system. Consider what happens to your project plans and data at the end of your free trial: you should be able to continue working on all the files and folders you have set up during this time, without any further setup effort. You don't want to risk losing any of your hard work and information or worse, wasting your valuable time. Don't be rushed into paying for your new SaaS service until you have tried it out and are confident it is the right one for you and your business.
Follow these tips to avoid the main traps when looking for a SaaS system, and ensure you don't make an expensive mistake.
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