Electronic Document Management: Mykhailo Vihovskyi Spoke About Implementation Stages

Implementing an electronic document management system can be one of the best investment decisions for your business. A correctly chosen and installed system can radically change the approach to document management, increase work efficiency, and reduce costs. Mykhailo Vihovskyi, a member of the Intecracy Group Supervisory Board, spoke about the main stages of implementing an electronic document management system during a presentation for clients on October 17, 2023.

1. Business Needs Analysis

First of all, identify the key needs of your enterprise. What problems exist in the current document management system? What tasks do you want to solve through electronic document management?

2. Solution Selection

There are many electronic document management solutions on the market. When choosing, pay attention to:

– functionality;

– user-friendliness of the interface;

– possibility of integration with other IT systems;

– cost of implementation and support.

Intecracy Group’s solution, the Megapolis.DocNet system, is one of the best on the market in terms of all the listed criteria. 

3. Staff Training

Education and training for employees are critically important. Your team must understand the principles of the new system’s operation, as well as the main advantages of electronic document management. IQusion IT LLC provides client training as part of the implementation project. 

4. Data Migration

Transferring existing documentation to the new system can be a time-consuming process. Plan this stage in advance, determining which documents need to be migrated first.

5. Integration with Existing IT Systems

If your company already uses CRM, ERP, HRM, or other systems, ensure their smooth integration with the electronic document management system. The Megapolis.DocNet system has an API, which makes integration a relatively straightforward process. 

6. Testing and Launch

Before the full launch of the system, conduct its testing. This will help identify possible problems and adjust the system’s operation during the implementation phase.

7. Monitoring and Optimization

After implementation, it is important to constantly monitor the system’s effectiveness, collect feedback from employees, and optimize operations based on the information received.

“Implementing electronic document management is a process that requires clear planning and approach. By following the outlined action plan, your organization will be able to maximize the benefits of the new system, ensuring high productivity and efficiency in document management,” concluded Mykhailo Vihovskyi.