Why do you need a Document Management System (DMS)?

15. February 2021


…and what do you do with it once you have it?

Well, the bad news is that without more information we can’t answer these questions; but the good news is that we can use our wealth of experience in this area to help you answer them.


First things first – what is a DMS?

DMS is one of those hot topics, involving different requirements, functionalities and usage.  The reason for having this type of system is to create a database to manage your electronic documents – emails, videos and voice messages – as well as the digitised version of original physical documents such as faxes, letters or pictures. DMS is the software, which is needed to do this. A DMS needs to be designed to meet the requirements of specific industry sectors.  This can be done using a standard solution, which, in consultation with the customer, is tailored to suit their situation.

When looking for a suitable DMS, the usual market studies are often only of limited help. Every study – no matter from what perspective a subject is examined – has a top and a flop ranking (and an area in between). Everyone naturally wants to find themselves in the top ranking. However, if someone is in the top ranking in one study, they can still drop down to the middle or even to the lower ranks in the next study (this might be just because the survey strategy was different; or the evaluation favoured other parameters). In the context of DMSs, this means that best practice must always be adapted to the customer's needs. In other words, there is no DMS solution that is always in the top ranking of every study.

Inacta can help you to find the right DMS - we know what you need to consider

So, over to you – what are the most important features of a DMS? Over many years and countless projects, we have developed a comprehensive catalogue of criteria drawn from our practical experience. This covers project inception, implementation and roll out. We will go through this with you at the beginning of our consultation to identify the processes you want to map, what technology and integration you want to focus on, to what extent regulatory requirements play a role and finally what a DMS means to you in practice. We are happy to share our experience but you are in the driving seat so you can prioritise the system’s criteria depending on your needs.

The end result:

  • A catalogue of criteria, based on your needs
  • A graph comparing different DMS products
  • And an extra feature – concrete suggestions about what your document management system could look like.




Get in touch if you would like to use this procedure to design a DMS finely tuned to your requirements, which can be implemented immediately if necessary.

We look forward to working with you!




Contact person:


Jürg Porro

Head Business Consulting & Healthcare