There are different things that need to be taken in consideration when it comes down to choosing the right software for the company. When the company has been working for a long time without a software solution or with an older software, the transition to utilizing a newer software involves risks that most managements are hesitant to take. It is understandable why most managers think twice before even considering using a software solution or changing their previous software solution because of the possible costs and time that could be wasted should this transition prove to be disadvantageous to the company. But then again, there is still that huge possibility that if the company is able to decide on a software that they have screened and tested thoroughly based on their company’s needs, routine tasks and workflows; it could turn out to be a successful endeavor for the company to take. Initially, the employees who will be using the software solution may take some time to learn the software and to use it efficiently. But with enough management support and software training, the employees will quickly maximize the use of the software to come up with faster turnaround and increased productivity.

The following are steps that are highly recommended when evaluating software solution for the usage of the company. Although evaluating a new software may take a lot of effort, time and money from the company, the benefits that the right software can give are definitely worth it. An efficient and effective software can save the company a lot of money and time once the users has gotten used to it.

Begin with a detailed list of requirements and daily work tasks

• Firsthand information from people who will be using the software in the future is one of the most valuable determinants in choosing a software solution. This is because they are the ones who know exactly what the software should do to make their work easier and faster. Interviewing these people and conducting a survey to create a database of the necessary features that the software should have can be very helpful in deciding for the right software to implement. Aside from taking note of the things that users want in a software, the managers should also consider the things or features that users would not want to be included in the software. Most of the time some of the predetermined softwares have features that are too complex which only hamper efficient workflow and task completion. There are two important reasons as to why the users should be included in the evaluation process. The primary reason is that they are the ones who are knowledgeable when it comes to the needed software functionality. They are also the ones who know what the software needs to provide its users in order to carry out daily tasks more efficiently. The other reason is when the end users of the software, particularly the employees, are involved in the screening, evaluation and selection process, they are more likely to be supportive of the new software. They will be much more willing to learn because they will understand that the implementation of the new software is not meant just to increase overall productivity but to make the work of employees simpler, easier and lighter.

Decide between on-premises or SaaS model software solutions

Both on-premises and software as a service (SaaS) model software solutions have their advantages and disadvantages. Knowing the features and benefits as well as the downside of each software solution will help decide which one is the right software solution for the company.

On-Premises Softwares

These are the software solutions that are described to be having a computer and software located within one of the company’s facilities. The vendors usually require a one-time license fee for indefinite use of the software. The software company will also require an annual support and maintenance fee which is more or less 15% of the license fee. The continuous software support is has its good and bad points. The company needs to have an IT team of employees to learn the troubleshooting and in-house maintenance of the softwares to keep everything running smoothly and securely. Most of the time, the people from the software company are the ones who train the employees of their customers on the operation, maintenance and troubleshooting of the software. The software company only oversees and supports the company’s IT team in their management of the software solution. This entails additional costs and manpower for the company just to keep the software solution well-maintained. There are also problems that could arise in cases of system failures which require the company to maintain failover sites. Software in off-site locations will also need to be maintained and this also necessitates additional resources from the company. The company will have to continuously keep backup copies of the software and the data involved should there be unwanted incidences of system failures. The company will have to thoroughly weigh the benefits of on-premises solution against the costs and manpower involved in maintaining it.

Software as a Service (SaaS) Solutions

The advent of Software as a Service (SaaS) Solutions has paved the way for drastic improvements in the way companies go about their daily tasks and workflows. The corporate world sees SaaS solutions as the newest trend in the software industry that could bring about higher productivity and improved work efficiency. Those who have turned to SaaS found it to be the right architecture of choice and software solution for the overall task management support of their company. The reason behind the success of SaaS solutions over on-premises solutions is that software companies have estimated the amount of money and manpower that could be saved when softwares are offered as an online solution instead of as an on-premises solution. The cost efficiency of SaaS benefits not only the customers but the vendor company as well since only a single software program needs to be maintained for all of the customers who use the services. Since the software is made available to customers via the Internet, the vendor company can easily handle maintenance problems and update the software without having to go to each of the customers who have rented their services. The costs on distributing software in different parts of the world for the use of the clients are virtually gone since the selling of the software solution is done through the Internet. The company who uses a SaaS solution will no longer need to have an IT staff to maintain and support the software used in an on-premises solution. The only thing the company need to have to utilize a SaaS solution is a web browser and an Internet connection. The company’s employees can access the software solution wherever they may be with their PDA or laptop. A user ID and a password can be given to the employees who are directly involved in the projects that would necessitate the use of the online SaaS solution. Confidentiality of documents is maintained because only those given access can view the data. Every time a user logs in, the date, time and activity is recorded so management can keep track of the performance of the employees. Whenever a document is uploaded or change is made on previously uploaded documents, the online SaaS solution automatically sends emails to all members to keep them posted and updated of the activities of the other members. SaaS solutions not only make tasks and workflows more efficient, they also improve office communication and collaboration.

Create a Request for Proposal (RFP) for qualified vendors

• Determine which vendors supply a solution that meets your functional requirements

Scouting for vendors that provide different software solutions is the first step in finding the right solution for the company. After gathering a list of software vendors, comparing the features, advantages and disadvantages of the different softwares is the next step. No single software is the right solution for all companies with different types of tasks and workflows. A company will have to find the software solution that most suits their needs to make the most out of it.

• Determine which vendors are within your budget

Different vendors that offer software solutions often have a range of prices depending on the features offered and the complexity of the software management and support being given. As soon as the company has fully understood exactly what it needs and what kind of features they expect from a software, they can choose the software that offers the advantages that they need while staying within the budget. There are instances when two or more software vendors which offer software solutions with more or less the same features but are with different price tags. The most prudent thing to do is for the company to check feedback of the different softwares to know which of the software solution in the market offer the best features at the most competitive price. If two software solutions have similar prices, checking with other people who have used both systems would be best to know which software solution improves software abilities.

• Create a RFP

To allow vendors to select the most appropriate software solution for the company, they need to present a detailed list of daily work tasks and features that the company needs would be necessary. This list will be forwarded to the leading software vendors in the market along with a formal request for proposal. Once the vendor companies have prepared their portfolios, it is now time for the client company to gather the people involved in the software utilization to thoroughly review the software solutions.

• Review the RFP and create a short list of vendors

The management of the client company should select the employees that they would involve in reviewing the softwares offered by the vendors and in creating a short list of the most suitable vendors. They need to methodically compare the features and the user-friendliness of the softwares. They also need to compare the price with their budget while still putting quality into consideration.

• Have each vendor present and demonstrate their solution

The shortlisted vendors should be asked to present and demonstrate the usage of their software solutions in front of the team of people who will be choosing the software to purchase for the company. It is impossible to gauge the effectiveness of a software solution by simply reading its features and benefits hence it is important for the vendors to show how their software works and how it will improve the working conditions of the client company.

Prioritize vendors by lowest risk of failure

• Vendors companies that lack experience, training and functionality often add up to the potential for failure of the implementation of the software. When vendor companies have employees that are not fit for speedy troubleshooting and maintenance, client companies are the ultimate victims of their incapability.

• Finding a list of the client companies who have used or are using the softwares from the vendor company they are planning to buy from is necessary to determine the credibility of the vendor company. Most of the time, the software vendor companies have the approval of their clients to use them as a form of advertisement. The clients would give recommendations and detailed descriptions of how the software has helped their company in increasing productivity. When reviewing product reviews and recommendations from “satisfied customers” it is good to keep in mind that not all recommendations are real and may just be made up by some of the vendor companies for advertisement. Some customers may even give good recommendations and referrals in exchange for kickbacks or profits from the vendors. The vendor companies should provide their potential clients a list of their previous customers from the same industry or geographical location. From there the client company can contact the other customers and ask for opinions regarding the software to create and objective description of the software. If the customers are willing to participate, the client company can conduct a survey or an interview to learn about the actual experiences in using the software and how the software help boost the sales and productivity of their company. The customers who have used the softwares firsthand are the only ones who can talk extensively about the implementation of the software, the learning process, the problems that came up along the way and how their company handled those problems. It would also be beneficial to know if the software was bought as the vendor company offered it or were there customizations made to suit their specific needs. Customizations and changes entail additional charges and time before the software can be prepared so this also needs to be carefully considered.

Prioritize vendors by lowest long-term cost of ownership

After reviewing all the presentations, the team should narrow it down to two software solutions and allow the vendor companies to bid for the most competitive pricing proposal. Often, vendor companies are more likely to bend to the price the clients propose if there is a competition involved. Unlike if the client company has singled out a software vendor company and asked for a final quotation, the vendor company would tend to give a higher price knowing they do not have to compete with anyone in order to sell their product. At this point the client company should have decided whether to use on-premises or SaaS architecture. They would now be comparing two quotations that are both either an on-premises solution or an online SaaS solution. This is because the overhead and maintenance costs of the both on-premises and SaaS solution are different. The client company can set up a formal bidding for the potential vendors to compete for the sale of the software solution.

Make your decision based on empirical data only
To be pragmatic in selecting the right software solution for the company, it is imperative to base the choice of the software on only empirical data. Studies and surveys on vendor companies are important sources of information that could be used in deciding on the software solution to purchase. A fact such as a vendor company having sold 100 softwares whereas another vendor company only 10 softwares from the same year of launching is an example of a very important empirical data. This could mean that, although the both companies launched their softwares on the same year, one company gained the trust of more clients over the other. It would also be good to find whether client companies switch to a different software after using newly purchased software from some time. This probably means that the client company did not perform a thorough review of the software before buying and implementing it. A company that is planning to buy a software can gain valuable clues from the success and failures of other companies who have already purchased softwares from vendor companies. It is not all the time that established software vendor companies offer the best software solutions. Client companies should not be hesitant to consider reviewing the software solutions of new companies. A systematic approach in coming down with weighted decision criteria is necessary to come up with an objective review of the softwares of each vendor company.

Document Management Solutions

It seems that technology is touching every aspect of our lives and telecommuting is one of the biggest changes. Telecommuting is essentially working from home and every year it gets easier for employers to offer this option to their employees. Internet based collaboration, including online meetings, document sharing, information access, and video conferencing are all making the concept of telecommuting a reality. Companies are more socially responsible today and offer products and services that enable information sharing and collaboration via the Internet and are making telecommuting more productive and convenient than ever before.

Impact on the environment is one of the most positive reasons for companies to promote telecommuting to their workforce. We are living in a time when most things that we do as a society tear down or destroy our planet. Telecommuting is definitely one thing that we can do to help save it. So what are the ways that telecommuting can help our environment? The following four examples are at the top of my list:

Vehicle Costs:
A tremendous amount of energy is required to produce transportation equipment such as automobiles, buses, trains and jet aircraft. If telecommuting is promoted, there will be less use of this equipment and less energy will be required for production, maintenance and repair of this equipment. Even more significantly, fuel resources needed to operate this equipment will be reduced, as well. Many studies have been done quantifying the large amount of resources wasted every year by commuters stuck in rush hour traffic.

Highway Costs:
The building, repair and maintenance of highways requires a large consumption of energy. Not only in the operation of the highway construction and repair equipment, but also in the manufacture and transportation of the required materials. An increase in the percentage of people telecommuting to work will decrease the need for expanded highways and associated road maintenance. In addition to highways, parking lots are continuing to consume more and more of our land surface area. If a larger percentage of people telecommuting to work, existing highways could be reduced in size and many parking lots could be converted to parks.

Office Building Costs:
The office building has heating, cooling and lighting needs, and the materials to build it and maintain it require energy in their production and transportation. Working from home requires only modest incremental demands on energy for heating, cooling and lighting needs, and makes effective use of existing building space and facilities. The trend toward video conferencing and internet based meetings is also gathering steam. Technology is finally making these modes of conducting business both dependable and productive. Having people attend meetings remotely reduces office space requirements, especially those large meeting rooms which are used only part of each day. These large spaces take a lot of energy to heat, cool and light.

Air Quality:
Whether or not you believe that the internal combustion engine is contributing to the erosion of the ozone layer and consequently to global warming; nobody can argue the negative affect that they have on air quality. One of the largest sources of pollution is the automobile. This is especially true of slow-moving automobiles that often exist in heavy, congested rush hour traffic. Of course, one solution to this problem is increasing the size and number of our roads, but an even better solution is to encourage those who can telecommute to do so.

Telecommuting is definitely one of the positive things that we are doing today as a society and not just in the United States. This is a worldwide trend that will grow as each developing country becomes Internet enabled.

Electronic discovery or eDiscovery was a digital tool used in only the biggest document encompassing cases. Over the past 15 years eDiscovery has become a common trend in the majority of litigation processes conducted daily. The cutting-edge technology in electronic discovery simplifies the document review procedure in criminal and civil cases. Between 55% and 88% of all litigation costs originate from the document review phase. It’s a crucial and hefty expense for legal firms. Up to 70% of data can be reduced by using eDiscovery. Considering that generally the review phase in the litigation process is conducted manually this is an incredible improvement.

The main objective of a basic first level document review procedure is to decipher if a document is ‘receptive’ or ‘non-receptive’ as it relates to a certain case or issue. This is the first step in the review phase designed to assist in dividing the documents in two categories. The process is started after attaining records following a legal “Request for Production of Documents.” Massive amounts of records in the millions often must be sifted through and examined by fellow volunteers and law firm associates. They must indicate four common principles during the review phase such as relevance to the case, confidentiality, legally protected information, and which documents are essential for the case.

Although, most individuals hired to aid in the examination of documents during the litigation are skilled like all manual tasks there will be inconsistencies. When different people are frantically searching boxes of information it’s bound to be error. These minor mistakes cost valuable time and money. eDiscovery provides legal professionals with an economic and efficient solution to their document review demands. Attorneys no longer need the assistance of large teams occupying entire floors painstakingly sorting through giant boxes stacked to the brim with paper documents in preparation for litigation. Now, legal professionals can utilize the eDiscovery technology to reduce costs, chaos, and inconsistency.

So, what is the legal professional’s alternative solution do? A litigation review program with eDiscovery simplifies your process creating an effective platform for you to win your case. It’s a computer program designed for the storage, sorting, reviewing, organizing, and accessing of files. This tool can effectively manage case files making the litigation process easier. A quality program eliminates the need to purchase software and permits users access from any computer with powerful data security enabled. Filter all of your records from a single database which allows collaboration and messaging. The ability to monitor reviewer activity quickens the pace of the process. The database should also be user-friendly. To completely ease the time consuming review phase compatibility with mainstream legal software such as IPRO and Summation is mandatory. This will increase productivity between tasks.

When investing in a litigation review program always remember to look for features that can ultimately speed up the discovery phase and create an efficient system to accomplish your objectives. A technical staff on call for around-the-clock assistance is an important feature to look for. Countless cases burn the midnight oil and having the assurance that if you do run into a problem at 2AM with the program help is available means the solution service has your best interest. Another must-have feature is a flexible interface which allows the resizing and rearranging of windows. Whenever you’re reviewing multiple documents the ability to switch windows with a click is essential. The best alternative solution for legal professionals is a litigation review program utilizing eDiscovery technology to save and simplify the process.

Welcome to the iDOC Corp. Blog
We constantly try to offer the most up to date information for our customers and potential customers and created this blog to help answer those questions that you may have when looking at different document management solutions for your organization. We hope you find these posts, articles, news feeds and case studies helpful as you gather information to find the right solution for you and your company. Please don’t hesitate to contact us by phone or through our contact us form.