Building a Document Management Solution: Do it from Scratch or Use 3rd Party SDKs?

Buy or Build Buy it or build it? Today, this is an age-old question in the IT world. The mere outcome of one versus the other can yield grand differences in the scope of desired benefits, cost, and time to accomplish. This major decision is one many organizations also face when deciding upon a document management solution (DMS). So, should you really build your own DMS application entirely from scratch? Buying one is likely simple enough but, it also can limit you on desired features. So, if one opts to build a DMS, is help available to undertake such a task? Other Initial Questions There is a lot to figure out when you’re just starting out with deciding to buy or build a document management solution. You must understand, at a strategic level, what core competencies you expect from the application. This is in addition to comprehending tactical underpinnings that will make up the underlying processes for achieving common tasks. Of course, you also need to consider time-to-market or time-to-first-use. For time-to-market, can you build it all from scratch and meet your development deadlines? If it’s time-to-first-use, you have to consider how urgently you need to start using it. You’ll want to weigh these things against the necessary time and resources to properly execute the software. Once you elect to start building it, even more questions start to pop up. Have you allocated enough R&D resources to do the related work? For example, will you need to adopt and implement technology standards and if so, do you have a full understanding of those standards? If not, how much time will need to be spent educating oneself on necessary standards to correctly implement them? With document management solutions, many standards come into play, from image acquisition interfaces to file extension types. You have to also thoroughly understand and make sure you know your true cost of ownership over the lifecycle of the software. For example, can you accurately account for staffing six months or a year or more from now? It’s critical because the staff needs to provide continuous technical support for each component of the software. Companies like Discovery provide dedicated application support teams who specialize in SAP and provide SuccessFactors help for continual improvement of systems and processes. As we all know, the cost to build or own software extends beyond initial development or purchasing. Technical support, upgrades, scalability – all of these elements can add surprise long-term costs. Going It Alone But, With Help Those that opt to build their own solution often do so for obvious reasons, one of which is flexibility to customize as needed. It’s important to note that one can opt to purchase certain pre-built components. This can save extensively on development costs and time while still allowing the full flexibility of custom-built solutions. If you’re building a house from scratch, you’ll probably purchase pre-built windows, doors, and fixtures. This saves extra money and time you would have otherwise spent on extra sanding, cutting, measuring, etc. Just the same, software developers commonly opt to use an available off-the-shelf database to not fuss around with trying to design one. One might also use software development kits (SDK) for other components, such as for the interface to conduct document scans and processing. Building your own database and image capture module can be daunting. For image capture there are industry standards to comprehend that are hundreds of pages long. You really shouldn’t even begin to code without full comprehension of these standards. Then there is the code itself – it can be hundreds to more than a thousand lines of codes of additional work. Building an image capture component yourself can add months of extra development time and costs. Let’s get more specific. The TWAIN application programming interface (API) is one of the most popular communications protocols to regulate interfacing between software and digital imaging devices. So, there’s work to be done to know how to properly support this one standard. You’ll start by learning the 600+ pages that make up the TWAIN specification. This is so you can become familiar with how to use TWAIN to talk to imaging devices, such as scanners. Understanding TWAIN to develop related scanner programming is essential. So, it’s no wonder many programmers opt to use SDKs for specific components. This is a very common practice in the document management software market. The use of a document imaging SDK, such as Dynamic Web TWAIN, can allow the programmer to implement just a couple of lines of code to start calling the TWAIN API for scanning in a web application. It turns months of work into just hours or a few days. It also helps keep coding clean – the use of an SDK can reduce your code development to just a few lines. If you’ve opted to build your own software, SDKs make very convenient options when time or costs are a concern. Maintain Focus Another key reason many organizations opt to use SDKs is that it allows them to maintain focus. Often, a document management solution is the request of a client to a software development shop. That shop might, for example, provide expertise in software tailored to an industry, such as healthcare or finance. So, while their healthcare client has requested a document management solution from them, building every component can pull them away from their focus on healthcare software and services. For example, coding together a document scanning module is likely not a core competency. So, building this might defocus a shop and add a lot of undesirable cost to the project. In this way, an SDK vendor lets a shop stay focused and keep client costs low. Pointers on SDK Selection OK. You’ve decided to build the document management software and use an SDK to help implement the image capture component. So, how can you be sure you pick the correct SDK? There are a few things to consider. One obvious thing to do is to check the background and stability of the SDK vendor. Do they have plenty of customer referrals and how long has their solution been available (is it mature)? Make a checklist for features you want and check it twice. Does the SDK support all or most of the features you need? What about integration? How easy can the SDK be integrated into your new or existing document management software workflow? Do the SDK’s image acquisition capabilities have library support for the essentials, like TWAIN, scanner, webcam, .NET, etc. Finally, you need to check out support options for the SDK as well as migration paths to newer versions. Remember that standards come and go. For example, the use of NPAPI plugins for browsers are being displaced in favor of HTML5 versions. What side of the fence will your software sit on and if you jump the fence, will your SDK provider allow you to seamlessly migrate? Scratching Your Head Building completely from scratch can ultimately leave one scratching their head – why did I opt to go this route? It’s not uncommon that critical and time-consuming steps are forgotten or even abandoned because of their difficulty. Remember, developing from scratch without an SDK will mean hundreds to thousands of more lines of code and many more months of work. You then have to thoroughly test your solution prior to deployment, then test it again after deployment and with each update. Don’t forget about training staff, from the development stages to the usage stages. You have to also make sure your resources are up to the task. Will adding months more in work to finish the solution defocus you too much and are certain staff going to be okay with this? Will management be okay with taking people of core tasks? What about when you have to support the software? Are you up to the task to provide continuous technical support? Have you considered if you might be better off with key components instead being fully supported by a reliable SDK vendor? In the end, most project managers and developers realize the best path is to stay focused on what you do best in-house and get help with the rest. It truly saves a lot in time, costs and headaches.

Subscribe Newsletter

Subscribe to our mailing list to get the monthly update.