Identifying the Ideal DMS

These aspects include leveraging existing expertise and knowledge, adhering to best practices with respect to efficient use of time and insuring absolute client confidentiality by utilizing sound security principles.

Making the decision to adopt a more forward looking platform and one that will evolve more quickly is what makes a cloud based ECM/DM platform the best choice as the burden of maintaining the infrastructure no longer belongs to the firm but to the ECM/DM vendor. Similarly the security that a cloud based ECM/DM vendor can provide may be substantially better than an on premise deployment.

The opportunity for the leadership team is to identify the business value in transitioning from the traditional DM platform within the organization. This can be done by providing a combination of case study, client references, product demonstration, and cost analysis. In the end, there may be those who will be concerned with security of a cloud based platform. In those instances, a thorough evaluation of the existing on premise platform and the security in place should be fairly evaluated against the cloud based ECM/DM. In majority of cases, the cloud based ECM/ DM platform, particularly one that is well established will be able to clearly demonstrate the extensive array of security and risk components that should mitigate any business concern.

I have been in a leadership role now for over 30 years during which time I have been at the forefront of evaluating newer technologies and in several cases implementing those newer technologies ahead of where many of my peer’s firms were.

In hindsight, there were a few that were wonderfully successful and met the needs of the business. Quite frankly there were a few that didn’t. From my perspective the key is to be open to innovation but not simply because there’s some new shiny technology but because of the potential positive impact to the business. One of the very important lessons I learned, the hard way, is to be certain to socialize change and to invite both—those who are detractors and supporters—into the tent. Forming a project specific task force or a topic or functional based committee that might be focused on one particular area has been instrumental in how well new processes or platforms are adopted. Finding champions across the enterprise who are representative of every role and including them in the conversation will break down potential areas of resistance. Change is never easy, we humans often like things as they are no matter how bad they may be. I am eternally optimistic and curious and with that I think convey the opportunity for change as something not to be feared. In the words of James Stephens, “Curiosity will conquer fear even more than bravery will.”