The fundamentals of a document management solution

The fundamentals of a document management solution

There are a few core considerations you need to take into account when you’re looking for the right Document Management Solution fit for your business, regardless of size or industry. It’s important to be aware of these early on, so you are able to make the smartest decision for your company.

On-site vs cloud-based

An on-site document management solution requires the use of your company’s servers and storage space. It probably also means you’re responsible for the maintenance of the system and the security of your documents and data. On-site systems can be installed in a private cloud managed by the provider or your organisation.

A benefit of an on-site system is your business has full control at all times and you’re not relying on an outside provider. Of course, there are costs associated, both upfront and ongoing, like annual software updates and keeping secure backups.

On the other side, there is a cloud-based SaaS (Software as a Service) system, which is hosted by your software provider and accessible online. Generally, there are lower upfront costs associated with this option, and your business is more likely to pay a monthly or annual subscription fee as an operational, instead of capital, cost. Your provider will look after system maintenance, software updates and security. One of the biggest benefits is being able to access the system securely from any device with an internet connection.


Does your business have software applications already in use? Think about whether these programs need to integrate with your new document management solution. Some valuable integrations are with email clients or customer relationship management (CRM) or your ERP software.

In-house expertise

Think about how much expertise in document management your employees currently have and if you will need to upskill your staff. If the levels of expertise are low and the resources (or aspiration) to upskill aren’t there, look out for a system with excellent support, user-friendly design and preconfigured workflows to make the transition as seamless as possible.

Onboarding and support

Consider the onboarding process of your DMS solution and how it will affect business as usual. Different systems will have a range of impacts, so keep that in mind. Also take some time to consider what training your vendor will provide as well as the ongoing service, maintenance and support included in your software solution. Phased implementation, improving the most important, then urgent and other processes is the approach to consider.

If you’re looking for a place to start, reach out to the Sharp Office team.

We’ve helped many organisations in the region optimise and grow their businesses

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"Exceptional service and price"

Greg and his team gave us a wide variety of options coupled with exceptional service and price. We now have an administration facility that is second to none.
Zoran Ilievski – Financial Controller
Belmont 16s Sailing Club

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The customer service is exceptional and like all technology, when there’s an issue, the team are immediately onto fixing it to keep our office running on schedule. They focus on delivering a service that’s worth our loyalty.
Ty Zink & Troy McLennon – Directors
Ray White Swansea

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Sascha is fantastic, he listened to our needs and found a machine that suited what we needed. We also work with Michael who is great, keeps in touch regularly and works to offer competitive pricing so we don’t have to shop around.
Peter Di Prinzio – Owner
Di Prinzio Concreting

"We can count on Sharp Office"

Sharp Office has certainly helped our team be more efficient in getting court books ready while presenting a very professional finish, that in-turn boosts the professional image of Osborn Law in court. When there is a high stress situation, we can count on Sharp Office to provide top-notch, quality service at the time you need it the most.
Christie Howson – Director
Osborn Law

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The customer service is exceptional and like all technology, when there’s an issue, the team are immediately onto fixing it to keep our office running on schedule. They focus on delivering a service that’s worth our loyalty.
Andrew Beattie – Director
PKF Newcastle & Sydney

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The communication was excellent, everything was well organised, and we were aware of timeframes at all stages. We are very happy with the outcome.
Michael Barber – Director
Laing+Simmons Newcastle