Introduction to Document Management
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Introduction to Document Management



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]