Why Implementation Doesn't Have to Be Painful
The biggest fear about adopting a DMS: "How will we transfer all documents?", "Employees won't want to use the new system", "We'll be paralyzed for weeks". None of this has to be true — if you follow the right process.
Step 1: Audit Existing Documentation
Before implementation, take inventory: how many documents you have, where they are (server, email, paper), which are actively used, which are archival. This takes 1-2 days and gives a clear picture.
Step 2: Define Structure
Determine categories: invoices, contracts, HR, projects, correspondence. Define who has access to what. Set retention periods. The DMS helps with pre-defined templates for your market.
Step 3: Set Up Users and Roles
Define roles: admin, accountant, director, employee. Each role has defined permissions — what they can view, edit, delete, share.
Step 4: Document Migration
Don't migrate everything at once. Start with new documents — from today, everything goes into the DMS. Migrate old documents gradually, by priority: active contracts > current year > previous years.
Step 5: Employee Training
Training doesn't need to take hours. If the DMS is intuitive, 30 minutes is enough. Key: show employees how the DMS saves them time, not how complicated it is.
Step 6: Go-Live and Monitoring
First 2 weeks — intensive support. Track who's using the system and who isn't. Solve problems immediately. After one month — the system becomes routine.
Common Implementation Mistakes
- Trying to migrate all documents at once — paralyzes the company
- No training — employees revert to old habits
- Overly complicated structure — simpler is better
- No "champion" on the team — you need one person driving the implementation
Conclusion
Arhivix implements in 1-2 days. Intuitive interface, pre-defined templates, training included. Start with new documents today — migrate old ones gradually. Try it free.
