A document management (EDMS) vendor selection process can be complicated. The first step involves analyzing your business requirements, then a search for possible vendors.
Analyze the business requirements
The first task is to define the type of product your business needs, from a technical angle and the business requirements. At the same time, define vendor requirements: small, medium or large … and consider whether you will you be a valued account or just one of many.
Document management vendor search
Many EDMS software vendors may look similar, but they will differ in price, in-house resources, product flexibility, product ease of use and technical support capability.
In an initial Request for Information, consider asking some vendors to comment on your requirements checklist. Giving expert vendors a chance to participate in your validation process is useful if you are looking for (1) a solution that will last for many years and (2) a long-lasting relationship with the successful vendor,
Invite a bid
Once you have a short list of vendors to evaluate, invite a proposal, quote or bid that includes business justification and detailed product specifications.
Vendor selection and evidence gathering
The aim is to make a decision that is in the best interests of your organisation. Each vendor should be scored on overall performance, according to an all-round objective view. Take time to visit prospective vendors at their offices, or ask to visit the sites of their customers who have similarities with yours.
Vendor selection will involve contract negotiation. You will get a valuable insight into how much a prospective vendor has learned about your business from the way they negotiate. Is all pricing fixed or are they prepared to tailor pricing to your daily needs, for example the licensing model.
Your selection team will also get a ‘gut feel’ for whether the contract will translate into an enduring relationship and a genuine partnership.
The Document Logistix approach to proposal and bid requests
Document Logistix welcomes the opportunity to participate proposal and bid processes.
About 20% of our annual “new name” business comes from our bids following a vendor selection process. We work closely with government, education and charity (not-for-profit) organisations, as well as commercial companies, when they are looking for a document management partner.
Our preferred approach to bids is a collaborative one, in which Document Logistix can share twenty years of experience to help to validate your organization’s business and technical requirements.
Whenever possible, we welcome a visit from the potential customer to our US or UK office, so that they can see our R&D and support staff at work, hear about our product roadmap, and see how our Account Managers work with customers’ in-house teams every step of the way.
Document Logistix works in virtually every industry sector. Read More