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.
Cheers
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.
Cheers
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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
David.
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
David.
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:
http://www.dtsearch.com/
http://www.x1.com/
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
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:
http://www.dtsearch.com/
http://www.x1.com/
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
(6) Microsoft SharePoint:
http://sharepoint.microsoft.com/
Regards, Joe