However nothing is ever quite that simple, is it?

Challenges
DMS implementations do fail, and normally not just for technical issues. In my experience the most common reasons why a DMS fails are:

• The unreal expectations set of it
• The users subsequent reluctance to use it,
• Failure to appreciate the amount of preparation work involved,
• Failure to get a clear direction on its usage from management.

When I talk to clients, I always start by trying to get a feel for what the customer expects the system to do for them, and if they expect too much or underestimate the work involved, then I try to reset their expectations early on.

To achieve a successful implementation, the customer must fully understand the challenges that lie ahead so they can be tackled early on. Let's look at those challenges.

Decide what documents to place in the DMS in advance
Each business needs to decide for themselves what goes into the DMS based upon the type of material, the management needs, and the value that these materials have for others. However, the system should not be seen as the place to store all of your documents and files. A DMS plays a very important part in the enterprise but it should not be considered the dumping ground for all materials.

Consider, for example, whilst some email content should be included as part of a managed environment, the majority will not. Such an approach merely duplicates data and places a burden on the DMS engine itself. By all means integrate email with the DMS but don't try and merge them.

Not all documents need to be shared or subjected to the change control procedures contained in a DMS. It can be argued that personal documents that are of no value to anyone else should not be deposited into a DMS. Placing such documents into the DMS only frustrates users.

The DMS is not a replacement for the shared drive. The file system and local drives still have an important part to play.

Be prepared for user reluctance
A DMS requires a change in working practices. DMS files are stored for the benefit of others and as such we ask the author to add extra information to allow other users to find those documents more easily. This can be a culture shock for our users, and there is invariably reluctance to use the DMS due to the extra effort required and the natural reluctance to change.

Results will not be seen overnight
It takes time to build a repository of information that can be seen to be of value to the organization as a whole. Typically it will take up to two years for people to start realizing real benefits.

How will you handle your existing documents?
As part of any implementation, your enterprise needs to consider carefully how it handles it's existing documents. How is this going to be filtered, classified and input into the new system?

Do you have a corporate language?
The business needs a corporate taxonomy. Documents in a DMS are profiled to facilitate document retrieval. Documents may be located through search or navigation but both methods normally require document profiling and classification. Without standards and agreement in this area, it becomes very difficult to know how and where to file documents and as a result it can often be difficult to find those documents again.