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DMS Requirements Checklist

Detail Criteria with Fit-GAP Matrix

Accurate DMS System Requirements Enable Better DMS Software Selection!





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Document Management System Features Identification

Easily Identify All Document Management Software (DMS) Requirements, including the HIDDEN ones.   Accouratly identifies Real-Time capabilities!

Determining a complete list of Document Management system requirements requires much more than a "software features list".
The key activities required to assemble a comprehensive list of Document Management system features includes all:

  • End-user operational needs.
  • Business specifications.
  • Government Document Management regulatory requirements.
  • Document Management reporting capabilities in detail.
  • Document Management workflow processes step by step.
  • External 3rd party financial interface needs.
  • Database business capabilities.
  • Document Management system requirements specifications / questions one to one.
This document management software requirements checklist covers more than 1,603 DM criteria, tasks, and processes, and is certified to cover all industry standard requirements plus new such as such as artificial intelligence and machine learning.  The main Table of Contents (TOC) shown below illustrates the broad range of requirements included in this interactive tool.

  BBB Details

Accurately identify All DMS software requirements and user needs using this electronic document management software requirements checklist.  This comprehensive checklist utilizes well over 1,603 DMS features and functions, combined with full Fit-GAP analysis, to ensure your organization's specific requirements are identified completely.  This includes the hidden "exception case" requirements lurking in any organization's workflow and operating procedures.  Some exception case examples are rules that start with "This document is always routed this way except when...", or that "This particular form field always gets processed except..".  This EDMS checklist tool will help you identify those hard-to-find, critical DMS software requirements that must be addressed if a new system is to be implemented on-time and on-budget.

DMS System Features Importances

The "Importance Level" column enables you to easily specify HOW IMPORTANT each requirement is to your company in a consistent and quickly sorted way.  You can choose between the Importance Level options that best fit your project needs. Use 0 - 5, with 0 being not important at all.

This screen shows sample questions from the artificial intelligence (AI) and machine learning (ML) section

Identify DMS Software Requirements Category

The next column to the right, titled "Process (Category)" below, enables you to enter user-defined codes that represent the business functions, processes or software modules found in the Business Unit that is the subject of the Fit-GAP Analysis. This allows all Fit-GAP assessment results to be sorted and viewed using any special criteria needed to manage a particular project.

Custom System Requirements Identification

The next column to the right, titled "GAP Analysis" below, enables you to designate just WHERE, WHEN, and HOW MUCH of a GAP exists between your organization's current DMS needs and the document management software system currently in use, and just as importantly, WHY. (See HOW Fit-GAP Analysis works and its benefits!)

Identify DMS Software Requirements Category

The column titled "GAP Source (Location)" below, enables you to designate just WHERE a GAP exists, i.e., is it a DMS software deficiency or a document management workflow/procedural problem. This knowledge is very useful when integrating a new software system with current business processes.

Identify DMS Intelligence System Features Type

The column titled "REQUIREMENTS TYPE" below, enables you to designate the TYPE of GAP that exists between your organization's current DMS needs and and the software and/or the processes currently in use.

Fit/GAP ANALYSIS - Sorting and Reporting

Quickly and Easily Sort and View Document Management Fit/GAP assessment entries by industry standard and user-defined assessment code, as shown below. Now you can almost instantly view Fit-GAP assessments sorted by:
  • Importance Level (Priority)
  • Business Process, Department, Track, or Module
  • GAP Size
  • GAP Location
  • GAP Type
The "Process" column accepts user-defined codes to allow sorting of GAP assessments by any special project need that may come up, all on a mouse click.

Number of DM Requirement Fit-GAP Assessments by Degree (Size)

Percentage of Fit-GAP Assessments by Degree (Size)

Number of Document Management System Fit/GAP entries by Type

Percentage of DMS System GAPs by Type

RADAR Chart - DM GAP Percentage by Type

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