Introduction to Document Management


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Introduction to Document Management

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Introduction to Document Management

  1. 1. Introduction to Document Management Jim Locke, Principal ResultWorx Technology Group
  2. 2. Agenda <ul><li>The “Paperless Office” </li></ul><ul><li>Hardware, Storage and Software Considerations </li></ul><ul><li>Document Formats </li></ul><ul><li>Workflow </li></ul><ul><li>Sample Solutions </li></ul><ul><li>Tips for Getting Started </li></ul><ul><li>Questions </li></ul>
  3. 3. The arrival of the “Paperless Office” has been trumpeted for over 15 years…
  4. 4. YET… Paper grows 25% per year in a typical organization, meaning that it will double in just over three years time!
  5. 5. The Paperless Promise… <ul><li>To reduce time and costs associated with document management </li></ul><ul><li>To reduce amount of space required for storage </li></ul><ul><li>To enable business to recover important documents in a disaster </li></ul><ul><li>To reduce environmental impact and associated costs </li></ul><ul><li>To improve security of information </li></ul><ul><li>To improve regulatory compliance </li></ul>
  6. 6. The Case for Going Paperless <ul><li>70% of “white-collar” worker time is spent processing paper documents </li></ul><ul><li>15% of all paper documents are misfiled or misplaced </li></ul><ul><li>30% of documents used daily contain obsolete information </li></ul><ul><li>40% of worker’s time is spent searching for misfiled, misplaced, or lost documents </li></ul>Source: Coopers & Lybrands
  7. 7. So Why Now? <ul><li>Availability of affordable hardware </li></ul><ul><li>Availability of affordable software </li></ul><ul><li>Integration with business processes </li></ul><ul><ul><li>E-mail and business productivity software </li></ul></ul><ul><ul><li>Fax </li></ul></ul><ul><li>Low cost storage </li></ul><ul><li>Efficient backup solutions </li></ul><ul><li>New security and compliance requirements </li></ul>
  8. 8. Hardware Considerations <ul><li>Scanners </li></ul><ul><ul><li>Duplex Scanning </li></ul></ul><ul><ul><li>Multi-page tray with good speed </li></ul></ul><ul><ul><li>Scans directly to file folder as .PDF or .TIF </li></ul></ul><ul><ul><li>Network connected vs. USB </li></ul></ul><ul><ul><li>Consider multifunction devices where appropriate </li></ul></ul><ul><li>Multiple Monitors </li></ul><ul><ul><li>If you regularly refer to documents, consider multiple monitors for better productivity </li></ul></ul>
  9. 9. Storage Considerations <ul><li>How will you store documents? </li></ul><ul><ul><li>Structured file folders </li></ul></ul><ul><ul><li>Database </li></ul></ul><ul><li>Where to store documents? </li></ul><ul><ul><li>Local hard drive, network drive or online </li></ul></ul><ul><li>How will you backup? </li></ul>
  10. 10. Software Considerations <ul><li>What format will you store documents in? </li></ul><ul><ul><li>.PDF, .TIF or something else </li></ul></ul><ul><li>What software do you need to integrate with? </li></ul><ul><ul><li>Microsoft Outlook, Office, Salesforce, etc. </li></ul></ul><ul><li>How will you retrieve documents? </li></ul><ul><ul><li>Search for specific text or meta data (e.g. invoice#) </li></ul></ul><ul><ul><li>Pick from structured file folders </li></ul></ul><ul><li>How will you share documents? </li></ul><ul><ul><li>Locally, remotely, website, etc. </li></ul></ul><ul><ul><li>Internal/External </li></ul></ul>
  11. 11. Document Format Arguments <ul><li>Portable Document Format </li></ul><ul><ul><li>Easily embedded and read by any computer </li></ul></ul><ul><ul><li>Full text search with meta-data </li></ul></ul><ul><ul><li>Security/Encryption </li></ul></ul><ul><ul><li>Annotation </li></ul></ul><ul><li>Tagged Image File Format </li></ul><ul><ul><li>Easily embedded and read by any computer </li></ul></ul><ul><ul><li>Image-only, cannot be altered (maybe) </li></ul></ul><ul><ul><li>Requires less storage space </li></ul></ul><ul><li>Proprietary file formats </li></ul>
  12. 12. Workflow <ul><li>Document management is really about process </li></ul><ul><li>Make a plan for document processing </li></ul><ul><ul><li>How will you process received documents </li></ul></ul><ul><ul><li>Where will you store documents </li></ul></ul><ul><ul><li>How will you locate stored documents </li></ul></ul><ul><ul><li>How will you annotate, share and send documents </li></ul></ul><ul><li>Failing to plan your workflow can cause the project to fail </li></ul>
  13. 13. Home Office Solution <ul><li>Office Profile </li></ul><ul><ul><li>Single User </li></ul></ul><ul><li>Hardware & Storage </li></ul><ul><ul><li>Lexmark Multifunction Device </li></ul></ul><ul><ul><li>Stored on local hard drive; USB Backup </li></ul></ul><ul><li>Software </li></ul><ul><ul><li>Nuance Paperport, NeatDesk, eCopy Paperworks </li></ul></ul><ul><ul><li>May store in proprietary format </li></ul></ul><ul><ul><li>Minimal indexing </li></ul></ul>
  14. 14. Small Business Solution <ul><li>Office Profile </li></ul><ul><ul><li>Multiple Users </li></ul></ul><ul><ul><li>Batch Documents </li></ul></ul><ul><li>Hardware & Storage </li></ul><ul><ul><li>Lexmark Workgroup Multifunction Device </li></ul></ul><ul><ul><li>Stored on networked hard drive </li></ul></ul><ul><ul><li>Network backup solution </li></ul></ul><ul><li>Software </li></ul><ul><ul><li>eCopy Paperworks </li></ul></ul>
  15. 15. CPA Office Solution <ul><li>Office Profile </li></ul><ul><ul><li>Multiple Users </li></ul></ul><ul><ul><li>Document Intensive </li></ul></ul><ul><li>Hardware </li></ul><ul><ul><li>Desktop scanner or multifunction device </li></ul></ul><ul><ul><li>Network Server / Online Storage </li></ul></ul><ul><ul><li>Multiple Monitors </li></ul></ul><ul><li>Software </li></ul><ul><ul><li>Cabinet NG Document Management Solution </li></ul></ul>
  16. 16. 9 Tips to Getting Started <ul><li>Get some idea of your current costs </li></ul><ul><li>Start small to work out workflow </li></ul><ul><li>Use a shared multifunction device </li></ul><ul><li>Store documents on the network </li></ul><ul><li>Use Portable Document Format (.PDF) </li></ul><ul><li>Invest in good software (e.g. eCopy, CNG) </li></ul><ul><li>Scan new documents first, then archived ones </li></ul><ul><li>Use Meta-data and/or full text search </li></ul><ul><li>Have a good backup solution </li></ul>
  17. 17. <ul><li>Please feel free to contact us: </li></ul><ul><li>Jim Locke </li></ul><ul><li>(626) 689-4491 </li></ul><ul><li>[email_address] </li></ul>