Updated on 13 September 2013
A Clinical DMS solution should be built on a solid business case of hard dollar savings and cost avoidance - accomplished by taking servers out of the data center, not renewing software licenses and maintenance, and by reducing costs for legacy system support resources. Success will be measured by how quickly an organization is able to decommission and replace legacy systems without affecting the day-to-day business.
Key success factors
Focus on business value and innovation: Choosing the right technology is very critical. Every organization will has an ECM solution and the IT leadership will encourage their team to utilize the investment that has already been made. One useful step is to create a comparison matrix between document platforms to help explain the requirements and the tools that can assist.
Manage risk: The solution should be robust, scalable and open ended to adapt to future trends and requirements. (e.g. the trend toward using mobile apps for most business processes)
Core vs non-core content valuation exercise: A content migration effort will require the business to pare down the amount of content. As part of this assessment, it's possible to identify documents and processes that may not be required in five years. Such documentation can be put into long term archival storage without expending the time and effort to standardize and move it into the new system.
Collaboration: A collaborative approach to designing the processes and documentation across the organization and firewall will ensure well organized document lifecycle management.
Find the right partner: Search for a partner with the right kind of experience building Clinical DMS solutions from the ground up. You will be able to derive significant value by drawing on their experience choosing the right technology, addressing change management, mitigating technology, cultural and other risks, and managing regulatory compliance.
To be effective, stakeholders must be able to access and interact with information and knowledge throughout the organization. Keep in mind that a true enterprise information integration solution does not expect all information to be captured in a single location. It anticipates an organization's unique needs and builds infrastructure to fill the information gaps. Organizations should research these requirements and utilize the expertise gained to make enterprise information integration successful on all fronts.