These are questions that inevitably cross your mind as you evaluate potential solutions to your document problems. Most organizations already have access to SharePoint, use it as a central repository for company files, and naturally wonder if they can configure it to serve as their default DMS. While that is a fair question, SharePoint just doesn’t have the full functionality that comprehensive DMS have.
Here are some of the top reasons why custom-built solutions just can’t compare to DMS like Revver.
1. Complex Integrations
One initial draw to SharePoint and custom-built solutions is that they may be viewed as solutions that can do anything with the right integrations. But it’s actually a double-edged sword. The drawback is that SharePoint and similar solutions are only as powerful as integrations implemented correctly are. Unfortunately, they can be complex to set up and configure, especially for small businesses or organizations without dedicated IT resources.
This complexity can lead to challenges in implementation and less than ideal user adoption. For example, to build a DMS-like solution, Sharepoint would have to be integrated with OneDrive, Power Automate, additional security licenses, a PDF reader for OCR, and more. That’s a lot of steps to take to get the same level of functionality.
On the other hand, an out-of-the-box DMS is much more likely to be user-friendly. A true DMS like Revver is significantly easier to stand up, especially for smaller teams without a dedicated IT resource, because it comes with these standard features ready to go.
2. Cost & Labor
The cost and the labor burden a new software implementation may have on your team are some of the most important considerations to make. Custom-built solution implementation, maintenance, and staffing costs can be significant, especially for smaller organizations. Businesses of all sizes might find it unrealistic to use a solution like SharePoint as their DMS as all the integration costs add up.
Some organizations require a dedicated team of IT professionals just to maintain their system. Organizations considering using a custom-built solution as a DMS should ask themselves whether they want to dedicate the necessary IT resources to such a project, or whether a DMS solution would be better to free up time for other projects.
Since most organizations do not have infinite amounts of time and money, they should consider a solution that treats them as the scarce resources they are. With a DMS, all costs are upfront. Businesses won’t have to decide which integrations are necessary, and then determine if the cost is worth it. Additionally, a comprehensive DMS can leave IT to put their energy towards other important initiatives.
3. Customization and Development
Extensive customization or development is not a simple task when using SharePoint for specific organizational needs, which can incur additional costs and time. For end users, this customization is particularly important because custom solutions may not be user friendly and require IT to create simple workflows, templates, or other processes.
A comprehensive DMS like Revver can be easily tailored to meet your business’s organization, security, and efficiency requirements. Revver also provides open API capabilities and can easily integrate with other systems in your existing tech stack, so customization is not lost when you choose an out-of-the-box system.
4. Security and Compliance:
Security is often a weak point for these custom-built solutions. While they may have the capabilities to meet strict security requirements, actually configuring them can be a significant challenge. And robust security is not something that you can skimp out on. Without the right setup, people can see and access documents they’re not supposed to, documents aren’t shared securely, and you have no way of knowing who has edited a document.
A DMS can provide everything you need to ensure that your documents are stored in a secure environment, only accessible by approved users, and protected even when they are shared externally. It’s easy to configure a DMS like Revver to achieve internal security requirements, which means less risk for you and your organization. Plus, Revver integrates seamlessly with Active Directory, so IT can easily grant and revoke access to Revver when necessary.
Revver has helped thousands of customers achieve many levels of security and compliance, from HiPPA, FINRA, WORM, and GDPR. Revver has also completed security certifications including SOC 2 Type II, ISO 27001, and CSA STAR L1. Using a DMS like Revver gives you a safe and secure solution for your documents and your users. Additionally, your data will be backed up and can even revert to a previous state, protecting you from catastrophic events or emergencies.
Conclusion
Overall, a DMS is the far better solution to managing documents. Custom-built solutions can get the job done, but there is far more behind-the-scenes work required to get a similar outcome. Investing in a DMS can better serve your team and provide you with all the customizable options that your team needs.
If you’re ready to learn about a comprehensive DMS, discover Revver.
