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When deciding on a DMA system, there are a number of questions to consider

  • How many documents must the system store, considering both the number of existing documents and the number of documents added annually?
    • This information determines how much storage space is needed, the hardware configuration and the cost of the system.
    • Make sure you are going to be able to provide or able to specify with your service provider amble space for growth and for backups.
    • If you are a multi-department organization and only a couple of departments are planning to use the DMA system, you may want to think of what other departments may use.  Usually when a DMA system comes on line, everyone wants to start jumping on the band-wagon.

  • How many users will be using the system concurrently?
    • This determines preliminary software costs and server size.
    • This will also help determine the number of user licenses you will have to purchase, if the DMA system requires seperate user licenses
  • Do you need to be able to audit user activity, and what type of reporting do you need to provide from the audit.
    • Most DMA systems provide some form of auditing.
    • Some DMA systems provide great reporting options, where some DMA systems simply log the activity and require you to use another application for auditing.
    • Do you need to be able to charge for different types of user activity.  Some DMA systems allow you to intergrate with a billing interface to allow payment for viewing\printing of documents before users have access to the documents. Or are you going to bill them in a different fashion.
  • What departments will be using the system and will the public have access?
    • This determines what specific features and levels of security will be needed.
    • This may also help determine if you need to purchase Public Access licenses (some DMA systems provide this for cost)
  • What serious problems must absolutely be solved, and what issues should be addressed to make life easier or reduce costs or improve productivity?
    • This determines which functions will be system requirements and which might be optional.
    • It also helps determine whether plug-ins or customizations will be needed.
  • Do you want a turnkey solution or a customized one?
    • This determines the amount of consulting, installation, training, configuration and support that is needed.
    • Turnkey solutions are usually implimented fairly quickly, where as customized solutions usually take a long time to develop and\or impliment.
  • What type of network is currently used NT, NLM, LAN, or other and will it stay the same?
    • This determines network constraints, system configuration and workstation upgrades.
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