DMS Implementation Checklist

FREE DMS implementation checklist. Document Management System deployment guide. Plan, configure & launch your DMS successfully.

  • Industry: Facilities Management
  • Frequency: Per Project
  • Estimated Time: 2-4 hours
  • Role: Operations Manager
  • Total Items: 46
  • Compliance: ISO 27001, FDA 21 CFR Part 11, GDPR

Requirements Gathering

Document requirements and objectives.

  • Business requirements documented?
  • User requirements gathered?
  • Document types identified and classified?
  • Workflow requirements defined?
  • Compliance/regulatory requirements identified?
  • Integration requirements documented?
  • Requirements approved by stakeholders?

Infrastructure Setup

Prepare technical infrastructure.

  • Servers provisioned (cloud/on-premise)?
  • Storage capacity allocated?
  • Network configuration completed?
  • SSL certificates installed?
  • Backup system configured?
  • Disaster recovery plan in place?
  • Performance/load testing completed?

System Configuration

Configure DMS settings and structure.

  • Folder/taxonomy structure created?
  • Metadata schema configured?
  • User roles and permissions defined?
  • Approval workflows configured?
  • Document templates created?
  • Retention policies configured?
  • Search functionality configured?
  • Version control settings configured?

Security & Access Control

Configure security settings.

  • Authentication method configured (SSO/LDAP)?
  • Password policies implemented?
  • Access controls tested and verified?
  • Audit logging enabled?
  • Encryption at rest and in transit?
  • Security testing completed?

Data Migration

Plan and execute data migration.

  • Migration plan documented?
  • Source data cleaned and prepared?
  • Data mapping completed?
  • Test migration completed successfully?
  • Validation rules defined and tested?
  • Rollback plan documented?

System Integration

Configure system integrations.

  • ERP integration configured (if applicable)?
  • Email integration configured?
  • Office suite integration working?
  • APIs configured and documented?
  • Integration testing completed?
  • Data synchronization verified?

Training & Rollout

Prepare for user adoption.

  • Training materials developed?
  • End-user training scheduled/completed?
  • Administrator training completed?
  • User guides and documentation available?
  • Support plan in place?
  • Go-live checklist completed?

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Why Use This DMS Implementation Checklist?

This dms implementation checklist helps facilities management teams maintain compliance and operational excellence. Designed for operations manager professionals, this checklist covers 46 critical inspection points across 7 sections. Recommended frequency: per project.

Ensures compliance with ISO 27001, FDA 21 CFR Part 11, GDPR. Regulatory-aligned for audit readiness and inspection documentation.

Frequently Asked Questions

What does the DMS Implementation Checklist cover?

This checklist covers 46 inspection items across 7 sections: Requirements Gathering, Infrastructure Setup, System Configuration, Security & Access Control, Data Migration, System Integration, Training & Rollout. It is designed for facilities management operations and compliance.

How often should this checklist be completed?

This checklist should be completed per project. Each completion takes approximately 2-4 hours.

Who should use this DMS Implementation Checklist?

This checklist is designed for Operations Manager professionals in the facilities management industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.

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