Permissions and security
The first three show whether the system fits how your organisation is structured.
- 1. Can permissions be granted by unit and document type, or only by folder?
- 2. Is there an extra approval step for documents with a confidentiality level?
- 3. Can you report on who viewed what, and when?
Lifecycle
The flow from a document’s arrival to its disposal is what most projects leave incomplete.
- 4. Can you define a retention schedule, and are expired documents listed automatically?
- 5. Does disposal require approval, and is it recorded in minutes?
- 6. Is there version control, and can you roll back to an earlier version?
Data and content
Searchability decides whether the system is useful day to day.
- 7. Are scanned documents made searchable with OCR?
- 8. How is the existing archive migrated? Is there bulk import and are there source connectors?
- 9. If the contract ends, in what format and how quickly do I get my data back?
And the most important question
10. Does the system only find the file, or can it also answer my question? This is the quickest way to tell a conventional document management system from an enterprise intelligence platform.
FREQUENTLY ASKED QUESTIONS
Can we use our own documents in the demo?
You should. Every system looks good with ready-made demo data; the difference shows when you ask your own question about your own contract. mindfile runs its demos on the team’s own documents.
How long does setup take?
With the cloud version, teams usually start the same day. What really sets the timeline is migrating the archive and setting up the permission structure.
