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After the due diligence for evaluating the needs and the features, functions and budget for a document management system that can fulfill those needs have been carried out, the next logical step is to narrow down on the right vendor. As with most high-value purchases, there are some fundamental criteria that the vendor must be able to meet.

These include:

• Track record: The vendor must have proven track record of delivering greatest value to customers
• Specialization: This has a bearing on track record, but ideally a vendor specializing in selling document management systems is a preferable choice, as one can expect the greater competency in the vendor’s area of specialization.
• Support infrastructure: The vendor must have adequate infrastructure facilities to offer the support that the organization needs initially to get familiar with the Document Management System. Even with the simplicity and user-friendliness of many systems, a fair degree of support may be required for optimizing the document management system, particularly in the early days of its implementation. Look for vendors that can offer on-site support as well as good remote support capabilities such as online and telephonic support.
• Ability to deliver a long-term relationship: This becomes all the more important if the document management system is customized to a company’s needs and not just an off-the-shelf product.

Document management system makers often use resellers or third-party solution providers as part of their sales/distribution model. Therefore, a buyer should not only look at the capabilities of the particular system or its maker, but also evaluate the capabilities of the vendor actually ends up servicing the buyer.

Pricing of document management systems

The pricing of these systems can vary substantially from product to product and vendor to vendor. Pricing is directly dependent on the features of the system, the number of users supported by the system, the extent of customization offered and the support provided. Simple document management systems can vary in price from as much as $5000 - $10,000. If you are opting for a ASP model, expect to pay anywhere from $500 to $2000 per month (again, subject to various other parameters).