Mykhailo Vihovskyi spoke about the top 5 mistakes when implementing an electronic document management system

Electronic document management opens up a multitude of opportunities for businesses: from optimizing workflows to reducing costs. However, like any innovation, the implementation of such a system can be accompanied by certain difficulties. Let’s look at the five most common mistakes that arise during the implementation of electronic document management and recommendations on how to avoid them. 

This was discussed during a presentation on the advantages of electronic document management technology for Ukrainian enterprises of various forms of ownership on October 12, 2023, by Mykhailo Vihovskyi, a member of the Supervisory Board of Intecracy Group.

1. Lack of a clear understanding of business needs

Mistake
Choosing an electronic document management system without analyzing the company’s specifics and needs.

Recommendation
Before choosing a specific solution, conduct an audit of internal processes, identify key problem areas and business needs. This will help you choose the system that best meets your requirements.

2. Insufficient staff training

Mistake
Implementing a new system without proper training and preparation of employees.

Recommendation
Organize training courses for employees who will work with the new system. Conduct testing and demonstration sessions, and provide support after the system launch.

3. Underestimation of the importance of security

Mistake
Ignoring data security issues when transitioning to electronic document management.

Recommendation
Choose systems that offer secure methods for data transfer and storage. Regularly conduct security audits and configure access to documents according to employee roles.

4. Lack of backup

Mistake
Failure to consider the need for regular data backup.

Recommendation
Ensure automatic backup of all information. This will help avoid data loss in case of technical failures or other unforeseen circumstances.

5. Ignoring user needs

Mistake
Implementing a system without feedback from end-users.

Recommendation
Actively involve employees in the implementation process, gather their feedback and wishes. This will help adapt the system to the real needs of users and make it truly effective.

“The key to successful electronic document management implementation is a deep understanding of your business needs, as well as careful attention to details related to security, staff training, and user experience,” notes Mykhailo Vihovskyi.