Monday, May 21, 2012

Scalability: A key factor in the success of Document Management Software

We all know when we think of choosing a document management software that there are certain technical requirements and functionality we can't go without: version control, exporting documents in various formats, historical activities (logs) on our documents, etc..

What is often overlooked when choosing a document management software is the way the product is suited to the needs of our organization, not just at the time in which we undertake the document management project, but in the future. Scalability is a factor that is often underestimated or completely ignored,which is crucial in determining the success of a document management project.

The growth of the system (scalability) plays a key role, especially in large and multinational companies, where decisions often depend on good ways to centralize institutions, but the policies of the branches also have something to say. For example, we often find in these businesses that among branches they use different document or content management applications and it's really inefficient to share information between different locations, or sooner or later, these branches are forced to migrate their documents to a particular software application imposed by the parent company.

It is difficult that companies take into account scalability in a comprehensive way in dealing with ECM projects due to different edges of the concept. We understand scalability in many ways:

  • System capacity to handle increasing volumes of documents, since a given volume of data can cause serious overloading of the system.
  • The system capacity can grow at the hardware level, adding additional servers or memory, for example to reduce the response time of the system when carrying out a large number of concurrent queries.
  • System's ability to integrate with other business applications that requireaccessing or storing documents.

How to plan for system growth and whether the system will continue to be useful tomorrow?
  1. Quantify the number of documents that are expected to drive the system in the future. What growth rate will have the documents on the system?
  2. Quantify the number of users expected in the future. And when we talk about users, you must also think of those who use the system indirectly through other applications that query the document management system.
  3. Quantify the number of different physical workplaces where the system will be used, whether branches, offices, countries, etc..

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