Give the right information to get the right ECM solution

It's not easy to find the right enterprise content management vendor to partner with. Vendor demos are often boring and homogeneous, and when they do feature flashy technology it's easy to be lured into buying for the future rather than addressing the current challenges facing a company. The cut-throat nature of the content management world has only made the purchasing process more difficult to navigate, as enterprises fear their vendor could be snatched up and revamped by an acquiring company, at a moment's notice.

Thorough research of ECM options is key--whether that's done by obtaining an analyst report or just keeping an eye on industry players to identify what vendor can best serve that company's niche. "You really have to go through the procurement process properly. You can't cut corners. You have to do a deep dig," said Alan Pelz-Sharpe, principal with the Real Story Group at an AIIM 2010 session.

For many companies, the first step in choosing an ECM provider is issuing RFIs or RFPs. Unfortunately, most do not develop solid requirements--"requirements" are not a checklist of features--and a business case for the technology prior to sending out the requests. Pelz-Sharpe said companies need to be honest about their current state and confirm that they do, in fact, need more software. In many instances, what is already in place isn't broken; it's just not being used correctly.

When it does come time for an RFI or RFP, forgo the list making and opt for a narrative approach. "Document your as-is situation and your to-be situation," he said. Once vendors respond and a short list is obtained, ask for references from other clients, ask for a live demo specific to your company's information and processes (not a PowerPoint), and bring the vendor's team in to meet the in-house users. "See who you can work with. You're going to be working with these people on a regular basis; make sure you can work with them," said Pelz-Sharpe.

After all the research and meetings, companies can still feel like they're comparing apples and oranges, especially when proprietary and open-source options are in competition. Pelz-Sharp suggested normalizing pricing by considering the cost-per CPU, server, domain, contributor, power contributor, content item, developer, year and sometimes, some combination of these factors. Remember, there isn't a "best" solution, but a solution that works best for a specific company. Don't buy without test driving, or choose to buy incrementally by purchasing for a trial period, first.

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