Document Management System Request Form

Streamline Document Management Requests with Paperform

Managing physical and digital documents is a critical challenge for modern businesses. Whether you're an IT manager fielding requests from multiple departments, a compliance officer ensuring records retention standards, or an operations leader looking to digitize legacy files, having a structured way to capture document management system requirements is essential.

This Document Management System Request Form template helps IT teams efficiently gather all the necessary information to evaluate, procure, and implement the right document management solution for each requesting department.

Why Use This Template?

Without a standardized intake process, document management system requests often arrive incomplete—missing critical details about scanning volumes, OCR needs, retention policies, or compliance requirements. This leads to back-and-forth emails, delayed implementations, and potentially purchasing systems that don't meet actual business needs.

This template solves that problem by collecting comprehensive requirements upfront, including:

• Scanning volume estimates to determine hardware capacity needs
• OCR (Optical Character Recognition) requirements for searchable document conversion
• Retention schedule specifications aligned with legal and regulatory obligations
• Records management compliance standards such as ISO 15489, Sarbanes-Oxley, GDPR, or industry-specific regulations
• Integration requirements with existing systems like ERP, CRM, or accounting software
• Security and access control needs for sensitive document types
• Budget parameters to guide solution recommendations

Perfect for IT Professionals and Business Teams

This form template is designed for:

• IT managers and administrators who need to standardize hardware and software request intake
• Records managers and compliance officers ensuring proper document governance
• Department heads requesting document management capabilities for their teams
• Operations managers looking to digitize paper-based workflows
• Legal and finance teams with strict retention and audit requirements

How This Template Helps Your Workflow

When someone submits this form, your IT team receives all the context needed to make informed recommendations. You'll understand the scale of the project (hundreds vs. millions of documents), the technical requirements (OCR languages, file formats, integration needs), and the compliance constraints that will shape your solution.

With Paperform's conditional logic, the form adapts based on responses—if someone indicates they need compliance with specific regulations, additional relevant questions appear. This keeps the form streamlined while ensuring you capture critical details when they matter.

Automate Your IT Request Workflow with Stepper

Once you've captured document management system requirements, you can use Stepper to automate your entire IT request workflow. When a form is submitted, Stepper can:

• Create a ticket in your IT service management system (Jira, ServiceNow, Freshservice)
• Route requests to the appropriate IT specialist based on department or complexity
• Send approval requests to budget holders for solutions exceeding cost thresholds
• Update your asset management database with new system deployments
• Schedule implementation kickoff meetings automatically
• Send status updates to requesters at key milestones

This automation eliminates manual handoffs and ensures every document management request follows your standard procurement and implementation process.

Designed for Professional IT Teams

The form maintains a professional, business-appropriate tone while remaining approachable for non-technical requesters. Clear descriptions help departmental staff provide accurate information even if they're not familiar with document management terminology.

Built with Paperform's flexible form builder, you can easily customize this template to match your organization's specific needs—add your company branding, adjust questions to reflect your internal processes, or modify compliance options to match your industry requirements.

Whether you're managing IT requests for a growing company, a healthcare organization with HIPAA requirements, a legal firm with client confidentiality needs, or a financial services company with regulatory obligations, this template provides the foundation for professional document management system requests.

Security and Compliance Built In

Paperform is SOC 2 Type II compliant with enterprise-grade security features, ensuring that sensitive information about your document management needs—including compliance requirements, security protocols, and departmental structures—remains protected throughout the request process.

Start streamlining your document management system requests today with this comprehensive, professional form template designed specifically for IT teams managing hardware and software procurement.