A common challenge with document and information management software is long-term usability. A problem that often stems from the changing needs of organisations. 

Therefore, the next question today is a very valid one: when can you speak of a sustainable DMS?

By the sustainability of software, we mean to what extent an organisation can continue to use the software in the long term and the software actually remains of value to the organisation.

Organisations change

The moment an organisation document management software purchase, the then existing documents, processes and information flows, etc. are examined. This snapshot is used to select the right business software. Whether it is software for contract management, human resource, managing customer records, quality management or simply archiving, the software is chosen based on what it is being used for with the corresponding wants and needs. Think of it as recording a clothing size, which you then use to pick the right trousers. 

But what if your size changes because you grow, shrink, gain or lose weight? 

Then your trousers won't fit.

What if an organisation's needs change? Or a business process or information flow starts to look different?

If so, the software does not support it.

When your trousers no longer fit you buy a new one, but for software this is not so easily done. 

It is therefore important for organisations to look at a future-proof solution for managing documents and information.

What makes document management software sustainable?

Sustainability is determined by four factors:

• How complete is the software in terms of functionalities?
• How configurable is the software?
• How open is it as a platform?
• What is the future of the platform?

Functionalities

M-Files is a very complete information management platform as it contains all the functionalities for managing processes, documents and information. These include functionalities as workflows, version control, tasks, permission management, mobile applications, digital signing, OCR, as well as far-reaching integrations with other applications. Because M-Files is so complete, it prevents organisations from having to look for stacked solutions where different applications take care of a piece of functionality. This creates technical risks associated with high costs.

Configurability

M-Files' configurability is praised worldwide and it is not for nothing that Gartner awarded M-Files as a visionary Content Services Platform. Because everything is managed based on metadata, M-Files adapts seamlessly and every process is configurable in the software.

That configurability makes M-Files a platform suitable for all types of information and processes. From complex quality management processes to managing contracts. 

Compare this to software specifically designed for contracts, for example, and you want to extend its use to personnel records or perhaps asset management. The software is not suitable for that because all functionalities and processes are 'baked in' to the software for the purpose of using it.

Talking and exchanging with other applications

The flexibility of the platform is also confirmed by the open nature of M-Files. M-Files connects and integrates seamlessly with almost all applications. Via restAPI or another connection. In doing so, it is important that the information platform does not disrupt the process of the other application. A good platform enriches processes and makes them smarter. That is what M-Files does. 

What vision do you follow

A crucial aspect of a sustainable choice is funding. Or, more precisely, the focus of the platform's funding. At M-Files, it invests more than 10 million euros a year in further developing the platform. With that budget, it makes the software smarter and continues to continuously develop functionalities needed tomorrow.

M-Files moulds itself to the needs of your organisation. If these needs change, M-Files changes with your organisation. That's what we call sustainable.