Lack of commitment to business process analysis prior to purchase and implementation. Nothing will be successful unless this process is included in the implementation. Most of our analysis shows that without evaluating current processes, new functionality does not get implemented and the same mistakes that were made in the original paper filing process are replicated in the automated process.
Take you time and conduct a business process review. This process will allow you to reevaluate current processes for streamlining and use the appropriate modules to meet the needs of users. Also consider using the Agile process of project management. The team SCRUM approach is the best method it insure that the outcome of the system's implementation is exactly what you need.
When I first started looking at ECM in 1984, I found document management products sitting in unused computer stations both school buildings and district offices. I was so disappointed, because the number one questions I received at the regional office of education from superintendents and principals was, "How can we get rid of all this paper. It stacks up faster on my desk than I can deal with it,."
When I evaluated the solutions that a few of our leading innovative technology districts had purchased, they were all turnkey hardware/software solutions that required intensive labor. To file a document required scanning and index creation (limited to two fields of data) for each document. To conserve on costs, only one person had access to the system and all documents for a student were run together. documents were run together. If you were looking for a health record for a student, it could have been at the end of over 100 pages to find and retrieve.
In short the intensive labor needed to file and classify documents killed the process. As education funding got tighter and tighter, the operator positions were cut and the scanning station was covered up. In good conscience, we could not recommend any of them. Until the process of document acquisition could be handled with minimal to no human intervention, the products were condemned to capture dust.
The benefits are phenomenal. In accounts payable all documents are opened and scanned. Workflow directs them for payment. In human resources all the paper is gone. For student records, all student and permanent records are secured within the system to meet state and federal requirements. In special education whole file cabinets of documents for a single student disappear. Documents don't get lost. When students move from building to building they are instantly available and educational decisions are made immediately instead of awaiting documents. No longer are records stored in the school building basement and subject to destruction by rodents or disasters.