EDMS evaluation checklist

1. Capture and processing

Confirm how documents enter the system and what processing actually produces.

• Can authorised users upload documents and new versions through the interface?

  Ask to see: Upload dialog with class and metadata fields, then a new version on the same document.

• Which capture channels are enabled in the deployment you will use?

  Ask to see: Import, email ingestion, hot folders or forms, each shown as configured rather than assumed.

• What happens to a scanned image with no embedded text?

  Ask to see: A clear answer: embedded digital text is extracted; raster scans are not turned into searchable text in the current path.

• If AI assistance is enabled, are results reviewed or auto-confirmed, and under what rules?

  Ask to see: AI Review queue with confirm and reject actions, and the configured auto-confirm conditions.

2. Metadata, search and versions

Check that information is structured, findable and revisable under control.

• Can administrators define classes, required fields, data types and uniqueness?

  Ask to see: Metadata administration and a rejected save when a required field is missing.

• What does search cover?

  Ask to see: Search across metadata and available extracted text, with results limited by permissions.

• Are earlier versions kept, downloadable and restorable by permitted users?

  Ask to see: Version History with download and restore controls.

• Do checkout, active workflows and holds prevent conflicting edits?

  Ask to see: A checked-out or held document refusing an edit.

3. Review workflows

Workflows are configured. Ask to see the configuration, not only the outcome.

• Who configures states, transitions and assignments?

  Ask to see: Workflow administration showing an initial state, terminal states and assigned transitions.

• What happens on rejection?

  Ask to see: Either a task-scoped correction inside the workflow or a terminal rejection followed by a new submission.

• Which notification channels are configured and tested in your deployment?

  Ask to see: In-app notifications, and email or messaging only where delivery has been set up.

• Can work be substituted while someone is away?

  Ask to see: Substitution settings, still subject to eligibility and authorisation.

4. Access, sharing and audit

Effective access depends on class access, operation permissions, assignment and document state.

• Can a user without class access be shown a restricted document?

  Ask to see: An authorised test of access denial with synthetic data.

• How are external share links restricted and revoked?

  Ask to see: Share dialog with link settings and revocation. Revocation does not recall copies already downloaded.

• What activity is recorded and how is it checked?

  Ask to see: Audit Logs filtered by document, a CSV export and the integrity check. Expect tamper-evident records, not an unalterable ledger.

5. Records lifecycle and portability

Use synthetic records only. Do not run disposal in an evaluation.

• How are retention policies, holds and record states configured?

  Ask to see: Retention, Records Lifecycle and File Plan screens with a demo-only policy.

• Which records are excluded from retention actions?

  Ask to see: Permanent policies skipped; held, vital and active records excluded.

• What can be exported, and with what limits?

  Ask to see: Document downloads, ZIP of selected documents, CSV document lists and audit exports, with batch limits and permission checks.

• Does ordinary operation depend on Microsoft 365 or SharePoint?

  Ask to see: Local sign-in and storage working without them; SharePoint appears only as an optional import source.

Related reading