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Incoming Document Management

Right now a popular method of document management in our organization is for groups of users to be on an email list for a particular client. This group receives emails from outside clients containing docs and pdfs of large file sizes. Each user stores them in outlook (non exchange) for future reference or archival purposes. This method has gotten out of hand. The volume has ticked up and users that have been here for a long time have enormous .pst files, not to mention that we have duplicate files all over the place, that are only accessible by users whom the files were sent to in the first place. What are my options here, without ramping up a massive document management project?

Joe Winograd

Without ramping up a DMS project, one idea is simply to store the files on a file server. Since the inbound files are from the clients, they should not be changed by anyone, as they represent the historical submission from the clients. It is a simple matter to store them on a file server that everyone can access (with permissions, as needed). I suggest marking them Read-only at the file system level, so users cannot accidentally overwrite them, for example, by using Word to open a DOC file or Excel to open an XLS file, and then doing a Save – they may do a Save As to a new file, but a Save would be stopped by having the file marked as Read-only at the file system level. Regards, Joe

alexsupertramp

ASKER

i am looking for something more advanced than that...so maybe i should have omitted my "ramping up a dm project" statement. i want to take email out of the equation.

alexsupertramp

ASKER

something like this: a user logs into a web browser and can upload documents to our document repository, which is then automatically indexed and stored in a logical directory. maybe before uploading they can choose options which will affect how the document is indexed and stored.

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Joe Winograd

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alexsupertramp

ASKER

I was wondering if sharepoint was where i should start looking. Thanks. I will leave this open for now in case there are any other suggestions.

Joe Winograd

Hi Alex and EE Admins,
I added Philosophy/Religion as a Topic on this question as a test. I will remove it in a day or two after I get the results of the test. Sorry for any inconvenience this may cause. Regards, Joe

Update: My test is over and I will now remove the Philosophy/Religion Topic. Once again, apologies to Alex and EE Admins for the inconvenience. Regards, Joe