The DMS selection maze

Document Management Systems (DMS or EDMS) come in many shapes and forms; no two are the same and they can be hard to compare. Just filtering on the software category ‘DMS’ is not enough to find suitable options for an organisation. This will result in ‘comparing apples with oranges’, while the organisation may have no use for an apple and require an orange – or even discover that they are better off with a grapefruit, so to say. Therefore, a thoughtful selection of DMS candidates and finally one DMS is crucial, simply because a DMS can “make or break” engineering projects and operations.

Having the right DMS can add enormous value to your business, while a less-suited DMS can easily become a bottleneck and major risk. Your chosen DMS should not compromise on any of the criteria that will be outlined below. Instead, it should be aligned with your business goals and processes, it should provide control, efficiency and reassurance, and reduce risk rather than add risk.

Still today, the importance and value potential of a DMS, and the big differences between DMS solutions are often underestimated. You may know this from experience. We will share some insights in the form of a checklist and recommendations, to raise awareness and support companies in their DMS search.

15 key questions to ask your organisation

Whether you already have a DMS in place or are considering one, the following questions and checklist may prove insightful and helpful. We hope that it helps you find a DMS that can truly support and streamline your engineering projects and/or operations, with a huge positive impact on your business. Positives and negatives always come in pairs, so let’s turn negatives around into positives:

“Why would you…”

1. Go for a generic, more basic DMS (like SharePoint, Box, DocuWare, Documentum, M-Files, or OpenText CS) when a much more advanced, comprehensive, specialised DMS is available?
2. Struggle to customise and make things fit when you can get an already proven, out-of-the-box solution that adapts to your needs?
3. Choose a static, perhaps already outdated solution when you can have one that always evolves with you?
4. Choose partial solutions when you can have a single end-to-end solution?
5. Accept less reliable solutions with so much at stake, when you can get reassurance and control?
6. Accept less secure solutions with so much at stake, when you can get reassurance in security?
7. Accept less scalable solutions with so much at stake, when you can get reassurance in scalability, up to global enterprise level?
8. Accept less intuitive solutions that cause inefficiency and dissatisfaction among project teams, engineers and contractors, when there are user-friendly options?
9. Accept potential risks when you can rule them out?
10. Allow room for mistakes and chaos when you can achieve full control?
11. Opt for a stand-alone solution when you have one integrated into your ecosystem and IT landscape?
12. Miss out on automation when you can automate your entire review cycle and more?
13. Sustain paper-based processes when you can have full digitisation?
14. Focus purely on DMS costs when this could be earned back many times?
15. Settle for less than a long-term, proven, specialised DMS, for the world’s most complex projects and operations?

Assai ticks all the boxes

When reflecting on the previous questions, we can safely say that Assai meets all key DMS criteria contained in those questions (see also below checklist). Our highly specialised solution is based on 30+ years of experience and falls in a whole different category than other DMS. Assai maintains close alignment with market trends and customer needs – through research, close relationships and an agile approach – with a strong emphasis on user experience (UX). We provide control, make complex things simple, optimise workflows and collaboration, secure vital data, and innovate unrelentingly.

☑ Long-term specialist

☑ Out-of-the-box functionality

☑ Continuously evolving

☑ Comprehensive end-to-end solution

☑ Reliable

☑ Secure

☑ Scalable

☑ Intuitive

☑ Eliminating risk

☑ Easy to integrate

☑ Full control

☑ Extensive automation

☑ Full digitisation

☑ Great ROI (return on investment)

☑ Unmatched quality and value for money

Assai specifically targets the sectors of oil and gas, (renewable) energy, utilities and mining, but can also serve other industries with similar practices in engineering projects & operations (maintenance & modifications).

Our industry-leading customers and professional user community position Assai as a superior choice for complex engineering projects & operations, compared to other software. Many of our customers have suffered high customization and maintenance costs with other DMS while also discovering a severe lack of capabilities. In contrast, with Assai, companies are guaranteed to have very comprehensive functionality that is easy to configure, use, maintain and expand – they can create new projects, users, numbering standards, etc. within minutes.

We are deeply honoured and grateful for the trust our growing global customer base places in us to support their complex, business-critical processes every day, year after year. This trust is our greatest motivator, driving us to continuously elevate our DMS solution – and, in turn, the success of our customers’ businesses.

Final recommendations

In conclusion, we’d like to offer a few recommendations to guide your search for a new DMS – one that will not only support your business today but also grow with you for years to come.

• Prioritize your business needs: Start by identifying the key processes and pain points you want your DMS to address. Ensure the solution aligns with your growth goals and streamlines workflows, so it becomes a catalyst for efficiency and innovation.
• Look for industry-specific features: Opt for a DMS designed with your sector in mind. Tailored solutions will include the necessary compliance, document handling, and automation tools that save you time and money, empowering you to stay ahead of industry regulations.
• Demand ease of use and adoption: Choose a DMS with an intuitive interface that requires minimal training. A system that your team can adopt quickly ensures fast ROI, increased productivity, and a smooth transition for everyday operations.
• Ensure scalability and flexibility: Your DMS should grow with your business, adapting seamlessly to changing demands. Select a system that offers robust configuration options and scalability, so it becomes a long-term partner in your success journey.
• Insist on strong support and security: Pick a DMS that provides high-level data security and ongoing support, including updates, maintenance, and a dedicated team that understands your business needs. Confidence in your DMS provider allows you to focus on strategic goals without distractions.

We hope you found this information helpful in your DMS selection and decision-making process. If you’d like to explore how Assai can support your business, feel free to send us a quick message today.