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Introduction to Document Management
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Transcript of Introduction to Document Management
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Introduction to Document ManagementJim Locke, PrincipalResultWorx Technology Group
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Agenda
•The “Paperless Office”•Hardware, Storage and Software
Considerations•Document Formats•Workflow•Sample Solutions•Tips for Getting Started•Questions
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The arrival of the
“Paperless Office” has been trumpeted for over 15 years…
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YET…Paper grows 25% per year in a typical organization, meaning that it will double in just over three years time!
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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
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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
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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
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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
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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?
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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
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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
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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
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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
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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
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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
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9 Tips to Getting Started
1. Get some idea of your current costs2. Start small to work out workflow3. Use a shared multifunction device4. Store documents on the network5. Use Portable Document Format (.PDF)6. Invest in good software (e.g. eCopy, CNG)7. Scan new documents first, then archived
ones8. Use Meta-data and/or full text search9. Have a good backup solution