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Everything we know about buying an EDMS, published

None of it is gated behind a form. Organised by where you are rather than by content type, because someone still working out what the acronym means needs a different door from someone holding two quotes.

STAGE 01

Working out what you need

You know the filing is a problem. The vocabulary is still forming.

What is an EDMS?

The full guide: what the term means, how it differs from a DMS, EDRMS and ECM, the eight components, and the signals you have outgrown shared drives.

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Use cases, by the problem

Contracts renewing unnoticed, claims stuck behind a missing document, matter files spread across mailboxes. Start from the symptom.

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What your sector is judged on

The record classes and statutory obligations that apply to government, banking, health, legal, education, NGOs and industry.

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STAGE 02

Comparing the options

You have a shortlist, or you are about to write a requirement.

Cloud vs on-premise EDMS

The three deployment models on cost, residency, AI capability, disaster recovery and who carries the operational load. Five questions that settle it.

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Three ways to get an EDMS

Configure SharePoint yourself, license a product per user, or deploy on the platform you already own. Compared on the dimensions that show up later.

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Alternatives compared

Laserfiche, DocuWare, M-Files and plain SharePoint. What each does well, and when to choose them over us.

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Requirements and RFP checklist

The twelve areas a workable EDMS requirement covers, and six things that commonly go wrong in a specification.

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STAGE 03

Building the case

You need numbers, evidence and answers for the committee.

Pricing and packages

Three deployment tiers with published starting prices, what is included at each, and the six variables that move a quote.

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Security and compliance mapping

Each obligation mapped to the control that satisfies it and the evidence it produces. Written to lift into a committee paper.

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How a deployment runs

Eight phases with deliverables and acceptance gates, the four risks designed against, and support targets as numbers.

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Frequently asked questions

Licensing, data residency, whether administrators can delete records, and what happens if you stop working with us.

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Or skip the reading and bring a document

Forty-five minutes with an engineer, running against one of your own files, answers most of what these pages cover.

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