2.4.2 Drawbacks of EDMS
Although the beneﬁts of EDMS are signiﬁcant but there are still some limitations when considering the issues of document customization, information exchange, reusing, intelligent search and integration. For example, most of the available EDMS solutions are in HTML format and are developed using traditional methods. Thus, their limitations are in ﬂexible information exchange and document customization or adaptation for multiple users’ needs (Yao et al., 2003).
Implementing an EDMS is costly for organizations with fewer budgets as there are large sums of money used to purchase the software and other technologies like computers. EDMS deployment involves high risks, large sums of capital expenditure and high revenue streams (Jones, 2012).
2.6 EDMS Implementation
Normally, the architecture for EDMS implementation will consist of components such as network, servers, software, storage and additional hardware elements designed to fulfil the specific system functionality. IT must be aligned with the system to be implemented. Laudon and Laudon (2006) state that the implementation outcome can be determined by the role of users in the implementation process, the degree of management support for the system and commitment to the implementation effort. They further stated that the implementation is determined by the level of complexity and risk of the implementation project and the quality of management of the implementation process.
There are several processes that should be followed when implementing an EDMS in an organization. Glick-Smith (1999) describes the following steps that should be used in the implementation of an EDMS:
Conduct a need analysis: A need analysis is the beginning of the planning process and it is the most important part of the implementation process. Conducting a needs analysis tells where the implementation team is today. During a need analysis, the team should perform an audit, document workﬂow, establish metrics, envision where they want to be and identify what is needed to get to their vision. The team must also develop an information plan or requirements document based on the needs of users of the system. Decide on how success will be measured.
Design the system before a decision on a product: Once the requirements document is done, develop design speciﬁcations for the system. Within these speciﬁcations, document how the user interface needs to look like. Also, identify the relationships among information that will reside in the EDMS.
Send out a Request for Proposal (RFP) to EDMS vendors: Use the requirements document and design speciﬁcations to develop a RFP. After doing some research, choose ﬁve to ten products that seem to match the requirements. Investigate further the vendors who respond and look at their products and visit other companies that have implemented their products. Include the Information System (IS) department in the decision. There may be hardware, software or architecture...