Digital filing system

Good day,
I have some clients who are looking to move towards a digital filing system. I am looking for a software package that may be suitable. Any recommendations would be great.
Who is Participating?
I wear a lot of hats...

"The solutions and answers provided on Experts Exchange have been extremely helpful to me over the last few years. I wear a lot of hats - Developer, Database Administrator, Help Desk, etc., so I know a lot of things but not a lot about one thing. Experts Exchange gives me answers from people who do know a lot about one thing, in a easy to use platform." -Todd S.

Joe Winograd, Fellow&MVEDeveloperCommented:
"Digital filing system" may mean different things to different folks, so it will be helpful if you clarify this and provide some details. That said, since this was posted in the Document Management zone, I'll reply with some comments on Document Management Systems.

There are many factors in selecting the right DMS for your requirements. I worked for 20 years in the high-end DMS space and my company would send out an 8-page questionnaire with more than 100 questions on it to ascertain the prospect's requirements – and that was after numerous conversations and meetings where we also discussed requirements. For example, the DMS solution for a company wanting to handle inbound vendor invoices in Accounts Payable may be very different from the DMS solution that a law firm needs to handle its case files. There are so many questions: scanning documents? OCR? indexing/searching? check-in/check-out (version control, or, more generally, collaboration)? number of users? number of docs currently? number of docs added per month? The list goes on and on. And, of course, a critical point is budget. Many high-end DMS companies have solutions with costs in the half-million dollar range (around a quarter-million dollars in software licenses and a quarter-million dollars in professional services to implement and configure the solution to each customer's requirements). I worked for a company where many deals were more than a million dollars. At the other end of the spectrum, I use a product called PaperPort on the home-office front that some folks would call a DMS (I don't), and the street price is $99 per user. And there's lots of stuff between those two figures – and even below and above those figures.

Also, you may want to educate yourself a bit on DMS. The Wikipedia article on the subject is not a bad place to start:

In addition, many of the DMS providers have lots of info at their websites, such as:

(1) Kofax:

(2) Documentum:

(3) OpenText:

(4) ReadSoft:

(5) Laserfiche:

Also, the AIIM site has a ton of info:

You'll need to create an AIIM account (FREE!) at:

Regards, Joe

Experts Exchange Solution brought to you by

Your issues matter to us.

Facing a tech roadblock? Get the help and guidance you need from experienced professionals who care. Ask your question anytime, anywhere, with no hassle.

Start your 7-day free trial
Joe Winograd, Fellow&MVEDeveloperCommented:
Should have included one more in the list of DMS vendors:

(6) Microsoft SharePoint:

Regards, Joe
PowersMackayAuthor Commented:
Thanks very much Joe,

My users requirements are a little vague at the moment. Just really trying to get some ideas on what options are actually available.

So far they are a company of 10 users that look like they are going to expand up to 50+ office staff.

Scanning and saving attachments from emails would be the main method of entering this documents.

Basically from my understanding they wish to take a paper based document, scan it, Tag it (ie Name, so searchable) then at any given time another user can search for that document. To refer back to for Emailing / Printing / Referencing.

Should I be referring to this as a "Digital filing system" or is another term more appropriate.

Thanks for your tips.  much appreciated

Joe Winograd, Fellow&MVEDeveloperCommented:
Hi David,

Scanning paper documents and saving email attachments are two very different things, but both fall under the auspices of Document Management Systems, so that's a good way for you to refer to the required solution.

Virtually all scanning/imaging technology will allow you to do what you described above – scan paper documents, tag them with (searchable) keywords, and search for them. Many solutions will also perform Optical Character Recognition (OCR) on documents so that ALL of the text is searchable (full content), not just the metadata (keywords). Many of the solutions have built-in/bundled search technology that indexes the content so high-speed search is available to users. Some folks prefer third-party search solutions, such as dtSearch and X1:

Make sure the solution you get is scalable – something that can handle 10 users may not necessarily scale to 50+.

There are many solutions in the marketplace for automatically saving attachments to the DMS along with the metadata (Date, From, To, CC, Subject). If your email is Exchange, then you should take a good look at SharePoint, where there are many tools to deal with attachments.

Good luck in your efforts! Regards, Joe
It's more than this solution.Get answers and train to solve all your tech problems - anytime, anywhere.Try it for free Edge Out The Competitionfor your dream job with proven skills and certifications.Get started today Stand Outas the employee with proven skills.Start learning today for free Move Your Career Forwardwith certification training in the latest technologies.Start your trial today
Document Management

From novice to tech pro — start learning today.

Question has a verified solution.

Are you are experiencing a similar issue? Get a personalized answer when you ask a related question.

Have a better answer? Share it in a comment.