A little preparation helps you get the most out of a product demonstration. These questions help you clarify your needs before the conversation, so the demo can focus on what matters to your organization.

Understand the problem you are solving

What document-handling problems are we trying to solve?

Name the frustrations clearly. Is it time spent searching? Documents that are misfiled? Difficulty sharing records between people? Knowing the actual problem shapes the conversation.

Where are our documents currently stored?

Make a quick inventory: filing cabinets, shared network folders, individual computers, email attachments, or another business application. This tells you what may need to be captured or converted.

Understand your people

How many people need access?

Count the users who will retrieve, view, or work with documents. Remember the distinction between desktop viewer installations and licensed users when you think about scale.

How do employees find documents today?

Describe the current process, whether it is walking to a cabinet, browsing a shared folder, or searching email. The gap between how people search today and how they would like to search is where a document management system adds value.

Which documents are difficult to locate?

Identify the records that cause the most frustration. These are often the best candidates for organizing first.

Understand your requirements

Do different employees require different permissions?

Consider whether some records should be restricted to certain users or roles, such as personnel files or financial documents.

Do we need routing or approval processes?

If documents move through review or approval steps, note that. Routing needs range from simple to complex.

Are there remote viewing requirements?

Do authorized employees need to retrieve documents from another workstation or location? Browser-based access may be relevant, subject to configuration and compatibility.

What existing software or equipment do we use?

List your current scanners, multifunction copiers, Windows workstations, and network setup. Some of this may be reusable; some may need attention.

What security and audit requirements matter?

Note any access-control or audit-reporting obligations you need to meet. Capabilities vary by IMS edition and configuration.

Understand your scope

Are we starting with new documents or converting old records?

Decide whether you will begin with new documents going forward, convert existing records, or both. A phased start is common and often more practical than digitizing everything at once.

What budget and timeline considerations apply?

Think about your timeframe and any budget constraints. This helps frame a realistic implementation plan rather than an idealized one.

Who should attend the demonstration?

Include the people who will actually use the system and the people who will champion the implementation. A demo is more useful when the right decision-makers and end users are present.

Ready for your demo?

When you have worked through these questions, request a demonstration and bring your notes. We will focus on what matters to your organization.