A simple guide for SMEs planning their first document management system. Learn what to look for, common mistakes, and how to future-proof your investment.
How SMEs Can Choose the Right Document Management System
For small and medium-sized businesses (SMEs), paperwork can quietly pile up until it becomes a serious drag on efficiency. That’s where an effective document management solution comes in. Whether you’re storing invoices, contracts, HR files, or project notes, the right system will make your life easier, not harder. Here’s what SMEs should know before making the switch.
Why SMEs Need a Document Management Solution
You don’t need to be a big business to benefit from a document management solution. A good system saves time, reduces risk, and frees up space. It also helps ensure compliance with data protection laws, particularly important if you handle sensitive or regulated information.
And unlike a filing cabinet, a document management solution doesn’t need lunch breaks. It can give your team secure access to the documents they need, when they need them, even if they’re working remotely.
What to Look For
The best document management solution for SMEs doesn’t need to be the most expensive. Look for:
- Ease of use: Your team should be able to use it without a week of training.
- Remote access: Cloud-based systems allow you to retrieve files securely from anywhere.
- Fast search: No more digging through folders. Search by keyword, date, or document type.
- GDPR compliance: Make sure your system supports data protection rules.
- Scalability: Choose something that will grow with you.
Common Mistakes to Avoid
It’s easy to get overwhelmed or make decisions based on short-term convenience. Here are a few traps to watch out for:
- Overcomplicating it: Don’t be sold on complex features you’ll never use.
- Skipping the backup plan: Always ask how your data is backed up.
- Ignoring compliance: Failing to meet legal requirements can cost you more in the long run.
- Choosing on price alone: Cheap now can mean costly problems later.
Questions to Ask Providers
Before signing up, ask:
- Can this system grow with my business?
- Understand whether the solution is flexible and scalable enough to handle your future growth without a complete overhaul.
- How easy is it to migrate existing paper files?
- Find out what support is offered for digitising your current documents and whether it’s a manageable transition.
- What support and training are available?
- Know what help your team will get during setup and in the long run. This can be the difference between success and frustration.
- Are there hidden costs?
- Clarify if there are extra fees for storage, support, or upgrades so you can budget properly.
- How quickly can I retrieve a document?
- Assess the system’s speed and efficiency. This impacts productivity and your ability to respond to customers or auditors.
Futureproofing Your Document Management Solution
Look for providers that offer both digital and physical document management. A good partner should help you:
- Set up a structured archive system
- Comply with legal retention policies
- Plan for disaster recovery
How Ardington Archives Can Help
At Ardington Archives, we understand that every SME is different. We offer:
- Secure scanning and digital storage
- Easy-to-use cloud-based access
- GDPR-compliant systems
- Physical storage and scan-on-demand services
Our team works with you to create
