Modern docflow systems (ECM) can up to 75% accelerate the process of documents processing (registration, transfer, concordance, vising, storage); automate up to 80% of the business processes and increase efficiency, and in a few seconds can make easily assign tasks and control their execution; up to 50% reduce the time and financial resources of the organization.

You are already realized all the benefits of automation, if only you analyzed how much you and your employees spend time for searching the latest version of the necessary document, and for concordance the order and other documents, and for understanding on which concordance stage is a document at present time, because the information is transmitted between the executors slowly and by incomprehensible rules. Again, you need to be creative when developing the contract. And then another, and you need to create report by hand, but nobody is safe from mistakes.

Remains the main question - how to choose a suitable docflow system that will solve your specific automation tasks? After all, no one wants to pay for something that will not be used. And the second question - how much does it cost?

This article is aimed to help owners and top managers of the companies to understand what they should look at when choosing the system, and understand pricing in the docflow market. This, in turn, will allow to determine what you are going to pay money for, and whether declared cost of docflow system is argumented.

1. Do you need an industrial database? All the docflow systems are provided on the basis of a platform or database. Often developers to get rid of loads problems, go for the most simple way and build their systems based on an extremely powerful databases such as Microsoft SQL or Oracle. For you, the use of such a database really justified if you are working with millions of documents. If not, then you definitely do not make sense to significantly overpay for equipment to support such a database, as well as the database itself (the cost of licenses). Also technical staff is needed to support such a database and server.

2. Is your supplier direct developer of docflow system? Today, many companies distribute their software via an affiliate network and official representatives. So logically, in such a case, the cost of the system included more margin for the services of these resellers. Moreover, the company, which is a direct developer, unlike the reseller can easily add your desired functionality to the system.

3. Where is your supplier of docflow system geographically located? If it is, for example, Moscow, where the cost of IT specialists labor is high, then the cost of the services of such a company will be accordingly higher. It is not a secret that companies all around the world move manufacture to the countries with low labor costs. Software development companies are not exception.

4. Is system implementation free? Many companies-suppliers of docflow systems, besides the cost of the system, charge for the implementation of the system. Because implementation for them is time-consuming process, which sometimes requires programming. For you, the implementation will be free of charge if you will choose docflow system, which only requires custom settings. But this universality must beat the system foundation.

5. What is the cost of additional services? Look carefully not only on the prices in the system's price-list, but also on the prices for additional services, without which, as you will understand after the installation, you can not operate. Ask about all the details (implementation, technical support, training, maintenance, cost calculation when ordering multiple licenses, etc.) specifically for your organization.

6. «Pitfalls» during the system operation. Many systems are so convoluted and technically complex, that except the developer himself no one else will be able to understand and provide you with services for technical support of the system. And if you will want to change something, you will have to pay for these services. If you are a small company, or you have your own IT department with specialists, then it is meaningless to choose docflow system that cannot be maintained independently.

7. System scalability. As practice shows, many companies after the installation of the docflow system and working some time or because of company expanding, understand the need for additional features or configure existing ones. Because on the implementation phase no one can predict all the details. Supplier company, realizing that it will be very difficult to change the system for you, can artificially inflate the cost of much needed improvements to you. Not to «get caught on the hook» you should clarify the pricing policy for upgrades before implementation of the system.

Good luck with your choice!