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.
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?
- 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?
- 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.
- Quantify the number of different physical workplaces where the system will be used, whether branches, offices, countries, etc..