What Are the Steps to Implement a EDMS Tool?
Electronic Document Management Systems (EDMS) are a powerful lever for productivity and compliance in SMEs and mid-sized companies. This tool centralizes and secures all your documents. To ensure successful implementation, Aletiq presents the key steps in this article.
Analyze needs and scope
Wondering what the steps are to implement a EDMS tool? The very first essential step is to analyze your needs. We recommend starting by mapping your current document flows. To do this, identify the types and volumes of documents (invoices, contracts, letters, payslips...), their sources (paper, email...), the people involved, and the main pain points. Why is this analysis crucial? Because it allows you to prioritize the most critical processes and define a realistic, tailored scope. A well-defined scope, even if limited, guarantees quick wins and better user adoption.
Choose the EDMS solution best suited to your business
Once this first step is complete, we recommend drafting detailed specifications to guide your choice. List the essential features for your company along with key factors such as hosting (cloud vs. on-premise), integration with existing software, ease of use, technical support, and cost.
Whenever possible, opt for a complete solution from the start to avoid additional developments during implementation that could significantly increase costs.
Want a quick overview of market options? Check out our article on examples of EDMS software.
Prepare and migrate data
After selecting your EDMS software, you can begin deployment.Preparation starts before implementation: get your existing documents ready for migration. Clean and organize your current archive by removing duplicates, discarding outdated files, and defining a clear classification plan.
Technical implementation and rollout
With your documents migrated, it’s time to adopt the software in daily use. This phase includes configuring the EDMS on your infrastructure or cloud: creating templates and document types, setting up the classification plan in the application, defining user access rights, and configuring workflows if necessary.
Proceed step by step: launch a pilot phase to validate settings before rolling it out company-wide. Ensure that users’ workstations are compatible and that automatic backups are in place.
During migration, import your digital documents into the EDMS according to your classification plan. Some solutions, including Aletiq’s, provide a full migration process. Our team can even handle this step directly to ensure smooth execution.
In parallel, some EDMS providers like Aletiq also offer training to ensure teams fully master the tool from day one.
And there you have it—you now know the steps to implement a EDMS tool! Ready to make this transformation and adopt a DMS in your company? Contact Aletiq today and take advantage of our next-generation solution, integrated into our global PLM system.
Also discover our articles on:
• The advantages of EDMS software
• The definition of document management
