1
What are the key objectives for implementing an EDMS in your organization?
What are the top goals you hope to achieve by using an EDMS (e.g., improving efficiency, enhancing security, ensuring compliance)?
2
Who are the primary and secondary stakeholders for this project?
Indicate the key decision-makers, end-users, and other relevant stakeholders.
3
Who will be the primary point of contact for technical and administrative queries?
Name the individual or team responsible for communications during this project
Current Document Management Practices
4
How are documents currently created, managed, stored, and retrieved within the organization?
Describe your current document workflow, including the tools or systems used.
5
Are there existing digital or paper-based systems in place (e.g., shared drives, filing cabinets)?
Briefly outline any existing systems or methods used for document management.
6
What challenges are you facing with the current system that you hope the EDMS will address?
Identify issues such as inefficiencies, security risks, or compliance concerns.
Document Types and Volumes
7
What types of documents will the EDMS handle (e.g., contracts, policies, financial records, project reports, legal documents)?
List the primary document categories relevant to your organization.
8
How are these documents currently categorized (if any)?
Are there existing classification systems in place?
9
Approximately how many documents will need to be migrated into the EDMS initially?
Provide an estimate of the number of documents to be transferred.
10
What is the expected monthly or yearly volume of new documents?
Estimate the volume of documents expected to be created going forward.
11
Do you foresee a significant increase in document volume over time?
Will the volume of documents grow, and if so, by how much?
Document Lifecycle and Retention Policies
12
What is the typical lifecycle of your documents (from creation to archival or deletion)?
Describe how long documents are active and when they become archived or deleted.
13
Do specific documents require approvals, version control, or workflows?
Indicate any special requirements for handling documents, such as multi-stage approvals.
14
What are the document retention policies for different types of documents (e.g., regulatory requirements, internal policies)?
Define how long documents are kept and when they are eligible for deletion.
15
Do certain documents need to be archived, and for how long?
Specify archiving needs and durations based on legal or internal guidelines.
16
Are there any legal compliance requirements for document retention or destruction?
Outline any specific legal mandates for retaining or destroying documents.
Security and Access Control
17
How will users be grouped (e.g., by department, role, access level)?
Explain how user access will be organized (e.g., by department or user role).
18
What are the access restrictions for confidential or sensitive documents?
Describe how access will be controlled for high-security documents.
19
Would you need role-based permissions to limit document access to certain users or groups?
Do you require granular control over document access permissions?
20
How do you currently manage user authentication (e.g., Active Directory, LDAP, SSO)?
Describe your current authentication mechanisms.