8 tips from Ria: Setting up an intelligent information system

She was a DocBase customer for many years, Ria Schagen. Nowadays, she is a Consultant and Project Manager with us, and Ria has extensive knowledge and practical experience on both the customer and technical sides. Her duties include assisting customers in setting up intelligent information systems. That’s why she shares eight tips with us on how to achieve the right setup.

But first, a deeper dive…

“With solutions like DocBase, it’s nowadays about much more than just documents, so I prefer to use the term information system rather than document management system,” she notes. After all, it may be desirable to store everything digital in a central environment securely. “So not just a scanned document, but perhaps also the WhatsApp or voice message. And that brings us to her first tip: 

Tip 1: start by cleaning up

Due to the many different digital ways of informing and communicating with each other, there is an ever-growing mountain of data. Cleaning up first is, therefore, crucial before transferring information from one system to another. Otherwise, outdated information will get in the way, much like in a physical move. Moreover, unnecessary storage always costs extra server space, hence money.

Tip 2: define your objectives

Clearly define objectives for the information system. What improvements do you want to achieve with it? It could be about better collaboration, compliance with laws and regulations, more efficient teamwork, or even improved customer contact.

Tip 3: Make sure you agree on naming

Even though you can rapidly retrieve a lot of information using metadata these days, Ria advises reaching an agreement on naming conventions. “Structure provides clarity for everyone using the system,” she notes.  

Tip 4: don’t forget the other departments

Document management or information systems are often purchased for a specific purpose of a department, such as storing sales files. If you don’t communicate with other business owners, there is a greater chance of purchasing different systems without each other’s knowledge, leading to additional integration costs. 

Tip 5: Initially, determine a workable department level setup

According to Ria, there is a pitfall: “If you make various personal adjustments based on individual preferences, the structure and way of working become more complex. Ensure that you have team or department commitment to processes that are >90% workable for everyone. This way, everyone feels immediately involved.”

“Examine your processes, what you want to record and share, and who needs to approve. You may find that over the years, too many authorization profiles have emerged. Perhaps now is the moment to give more responsibility to an employee.”

Tip 7: invest adequate time in training

“My day is complete when users are happy. That’s why, for example, I show sales managers at car dealerships how to complete a sales file. ‘For every customer where I am, I want to be the link between technology and the user. Training is an essential part of that.”

Tip 8: evaluate and optimize continuously

A well-functioning information system is subject to change. “Therefore, regularly evaluate the system’s performance and gather user feedback. Evaluation is also an important part of our customer relationship,” concludes Ria.

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