There is no single enterprise content management solution at University of Toronto, however there are several departmental solutions in use. These include Laserfiche, Docushare and SharePoint. The DMS/CMS marketplace is large and competitive with products geared toward specific scenarios and industries. It’s important to select one that works for you.

Implementing a document management solution generally follows a five step process. It is critical to note that this process extends beyond the solution’s implementation into governance and continuous improvement.

1. Plan

In this stage, you will start to think about your needs, evaluate the options and define your requirements.

Resources on this site:

  • Document Management Cookbook
    A step by step guide to selecting and implementing an electronic document management system. Also provides a good introduction to document management concepts.
  • Building a business case
    A basic intro on how to build a business case for eDM and some common business challenges it can address
  • Evaluations
    Detailed evaluations of products on the market highlighting strengths and cautions
  • Requirements Template
    A checklist of common document management features to help you determine requirements and evaluation products
  • Document Mapping Template
    A template that can be used to assess current content sources and map them to a new system

2. Design

In this stage, you design your system/site, including how it will be used and supported long-term.

Resources on this site:

  • Document Management Cookbook
    A step by step guide to selecting and implementing an electronic document management system. Also provides a good introduction to document management concepts.
  • Document Mapping Template
    A template that can be used to assess current content sources and map them to a new system
  • Metadata and Content Types
    An overview of metadata and properties

3. Build

In this stage you will actually build out your solution. This stage should also include implementation, training and migration plans.

Resources on this site:

  • Tip sheets
  • Best practices

4. Maintain

In this stage you will use the processes established in the Design stage to monitor the solution, reinforce good practices and encourage adoption.

Resources on this site:

  • Document Management Cookbook
    A step by step guide to selecting and implementing an electronic document management system. Also provides a good introduction to document management concepts.

5. Grow/ Improve

In this stage you will gather feedback from users and look for things that can be improved.

Resources on this site:

  • Document Management Cookbook
    A step by step guide to selecting and implementing an electronic document management system. Also provides a good introduction to document management concepts.