How to choose a DMS that satisfies both CIOs and IT leaders

Guest Author
Sep 2
3 min read

Updated: Sep 10

When it comes to technology investment, accounting firms need tools that both deliver immediate operational value and advance long-term objectives. So how is this balance achieved? It comes from the complementary roles of CIOs and IT directors, working in tandem to connect big-picture strategies with practical execution.

CIOs serve as the firm's visionary architects, seeking scalable, future-proof solutions that align with their firm’s broader business and digital transformation goals. Meanwhile, IT directors serve as tactical problem-solvers, implementing tools and processes that improve the firm’s day-to-day operations while steadily progressing towards these larger strategic objectives.

However, many accounting firms still rely on traditional document management systems (DMSs) that can't keep up with their growing, industry-specific needs and objectives. Here are just a few problems these legacy systems present:

They rely on outdated indexing methods, making it difficult to find documents and potentially causing version control or duplication issues.
They don’t address common M&A challenges like non-standardized naming conventions and folder structures after mergers.
They can’t support AI, advanced analytics, or integration with more modern tools.
They fail to meet modern security standards.

To stay competitive, your firm will need to invest in a modern DMS that can provide a foundation for growth. Learn which capabilities to prioritize when selecting a new management system — and discover how Intapp can help you turn Microsoft 365 into the powerful DMS your firm deserves.

Take advantage of your Microsoft investment

Many accounting firms have already invested in Microsoft 365, and for good reason. Microsoft 365 provides several user-friendly collaboration tools like Teams, Outlook, Office, and SharePoint — all of which seamlessly integrate with one another. With advanced capabilities like AI, co-authoring, workflow automation, and powerful search, your teams can work together more efficiently.

Using Microsoft 365 as your Document Management System (DMS) is an effective way to maximize ROI while eliminating the cost of a separate DMS. Because your teams are already familiar with Microsoft 365, adoption is faster and easier. Microsoft also provides enterprise-grade security and continuous technology updates, making the platform more scalable and future-proof than many alternatives.

But since Microsoft 365 isn’t specifically designed for accounting firms, it doesn’t address all your industry needs out of the box, creating obstacles for your teams. For example:

Common tasks — like creating Teams and SharePoint sites, filing emails and documents, and closing or archiving workspaces — have to be completed manually.
Nonintuitive interfaces mean users waste time searching for documents, figuring out where to store them, and recreating work.
Manual, intensive setup and administration, along with inconsistent processes, burden administrative and IT staff.
Integration with your firm’s practice or client relationship management system may be impossible, complex or fragile.
Compliance controls, if available, may require significant ongoing configuration and monitoring.

Meet your strategic and operational objectives with Intapp

Built on Microsoft and designed for accounting professionals, Intapp Collaboration is a single solution that bridges the gaps and enhances your Microsoft 365 experience.

With Intapp and Microsoft, you can create an integrated, standardized, and scalable DMS that addresses your top objectives:

Standardize and automate processes and policies to improve consistency and efficiency.
Accelerate client service delivery and increase profitability.
Simplify and enhance provisioning, compliance, and governance.
Minimize administrative work, support overhead, and maintenance costs.
Integrate seamlessly with other firm systems.

Here are just some of the features that Intapp Collaboration and Microsoft 365 offer to help your accounting firm meet its strategic objectives:

Integration with firm systems

Deliver a unified data and collaboration environment across your CRM, practice management, and Microsoft 365 — reducing silos and increasing efficiency.

Compliance and automated ethical walls

Align document handling with firm policies and legal requirements, enhance regulatory compliance (PCAOB, SEC, GDPR), and provide audit trails to minimize reputational risk.

Seamless client interaction

Provide a secure way to share files externally without complex manual guest access configuration.

Automated workspace provisioning

Save hours of manual setup for Teams and SharePoint sites, reduce human error in permissions and folder creation, and provide consistent workspace structures across all offices and service lines.