Introduction to Document Management
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Introduction to Document Management

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Introduction to Document Management

Introduction to Document Management

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    Introduction to Document Management Introduction to Document Management Presentation Transcript

    • Introduction to Document Management Jim Locke, Principal ResultWorx Technology Group
    • Agenda
      • The “Paperless Office”
      • Hardware, Storage and Software Considerations
      • Document Formats
      • Workflow
      • Sample Solutions
      • Tips for Getting Started
      • Questions
    • The arrival of the “Paperless Office” has been trumpeted for over 15 years…
    • YET… Paper grows 25% per year in a typical organization, meaning that it will double in just over three years time!
    • The Paperless Promise…
      • To reduce time and costs associated with document management
      • To reduce amount of space required for storage
      • To enable business to recover important documents in a disaster
      • To reduce environmental impact and associated costs
      • To improve security of information
      • To improve regulatory compliance
    • The Case for Going Paperless
      • 70% of “white-collar” worker time is spent processing paper documents
      • 15% of all paper documents are misfiled or misplaced
      • 30% of documents used daily contain obsolete information
      • 40% of worker’s time is spent searching for misfiled, misplaced, or lost documents
      Source: Coopers & Lybrands
    • So Why Now?
      • Availability of affordable hardware
      • Availability of affordable software
      • Integration with business processes
        • E-mail and business productivity software
        • Fax
      • Low cost storage
      • Efficient backup solutions
      • New security and compliance requirements
    • Hardware Considerations
      • Scanners
        • Duplex Scanning
        • Multi-page tray with good speed
        • Scans directly to file folder as .PDF or .TIF
        • Network connected vs. USB
        • Consider multifunction devices where appropriate
      • Multiple Monitors
        • If you regularly refer to documents, consider multiple monitors for better productivity
    • Storage Considerations
      • How will you store documents?
        • Structured file folders
        • Database
      • Where to store documents?
        • Local hard drive, network drive or online
      • How will you backup?
    • Software Considerations
      • What format will you store documents in?
        • .PDF, .TIF or something else
      • What software do you need to integrate with?
        • Microsoft Outlook, Office, Salesforce, etc.
      • How will you retrieve documents?
        • Search for specific text or meta data (e.g. invoice#)
        • Pick from structured file folders
      • How will you share documents?
        • Locally, remotely, website, etc.
        • Internal/External
    • Document Format Arguments
      • Portable Document Format
        • Easily embedded and read by any computer
        • Full text search with meta-data
        • Security/Encryption
        • Annotation
      • Tagged Image File Format
        • Easily embedded and read by any computer
        • Image-only, cannot be altered (maybe)
        • Requires less storage space
      • Proprietary file formats
    • Workflow
      • Document management is really about process
      • Make a plan for document processing
        • How will you process received documents
        • Where will you store documents
        • How will you locate stored documents
        • How will you annotate, share and send documents
      • Failing to plan your workflow can cause the project to fail
    • Home Office Solution
      • Office Profile
        • Single User
      • Hardware & Storage
        • Lexmark Multifunction Device
        • Stored on local hard drive; USB Backup
      • Software
        • Nuance Paperport, NeatDesk, eCopy Paperworks
        • May store in proprietary format
        • Minimal indexing
    • Small Business Solution
      • Office Profile
        • Multiple Users
        • Batch Documents
      • Hardware & Storage
        • Lexmark Workgroup Multifunction Device
        • Stored on networked hard drive
        • Network backup solution
      • Software
        • eCopy Paperworks
    • CPA Office Solution
      • Office Profile
        • Multiple Users
        • Document Intensive
      • Hardware
        • Desktop scanner or multifunction device
        • Network Server / Online Storage
        • Multiple Monitors
      • Software
        • Cabinet NG Document Management Solution
    • 9 Tips to Getting Started
      • Get some idea of your current costs
      • Start small to work out workflow
      • Use a shared multifunction device
      • Store documents on the network
      • Use Portable Document Format (.PDF)
      • Invest in good software (e.g. eCopy, CNG)
      • Scan new documents first, then archived ones
      • Use Meta-data and/or full text search
      • Have a good backup solution
      • Please feel free to contact us:
      • Jim Locke
      • (626) 689-4491
      • [email_address]