CLIENT WANTS TO GO PAPERLESS

PAULADAMSJR
PAULADAMSJR used Ask the Experts™
on
All, I have a client that has about a terabyte of word docs, excel's and PDF.s They also have thousands of printer paper that need to be scanned to a NAS. Their ultimate goal is to go paperless.

Can someone please advise what software would be good to do this. Our plan is to hire a couple of high-school kids and have them scan to something using a laptop etc. Please help with your input. the biggest thing I need help with is choosing the right software soultion...something fairly fast.

PA~
Comment
Watch Question

Do more with

Expert Office
EXPERT OFFICE® is a registered trademark of EXPERTS EXCHANGE®
In a previous life, I worked with a company implementing a paperless suite, including scanning, indexing, electronic capture (before paper), and access control all through a web UI.  This works extremely well for businesses with multiple locations as they can then access any captured documents in real time through a common UI.  However, this is an "enterprise-scale" solution with dedicated web/DB servers.

If you think they're in the market for something this robust, check out http://www.opensolutions.com/Solutions/document-management.aspx.  Their target market is the financial services sector, but the solutions are applicable to any industry with a need for paper and/or electronic document management.
Joe WinogradDeveloper
Fellow 2017
Most Valuable Expert 2018

Commented:
There are many factors in selecting the right solution for your client. A few questions to start with:

(1) How many users?

(2) How many thousands of pages of existing paper to be scanned?

(3) How many pages per day of new paper coming in to be scanned?

(4) Are the docs all single-sided? If not, what percentage of the docs are double-sided? In other words, would a duplex scanner be helpful?

(5) Are the docs all (or mostly) black and white? In other words, is color scanning needed?

(6) Are the docs all (or mostly) letter size? Any small/odd-size docs? Or large ones? Any legal size?

(7) Does your client already have a scanner (or two)? If so, what makes/models? If not, is selecting a scanner (or two) part of this project?

(8) What is the budget for the project? It doesn't have to be exact, but it's important to know approximately how much money the client is willing to spend on hardware, software, and services to implement the solution. But don't include the budget for the high school kids to do the scanning - I'm interested in the budget for hardware, software, and implementation services.

Answers to these questions will get us started on the path to recommendations. Regards, Joe

Author

Commented:
@ joewinograd


(1) How many users?
*** About 10 at corp and another 40 or so who travel


(2) How many thousands of pages of existing paper to be scanned?
*** Could be as little as 10,000 but as much as 50,000

(3) How many pages per day of new paper coming in to be scanned?
*** About 20-50 per day that are relavant to scanning

(4) Are the docs all single-sided? If not, what percentage of the docs are double-sided? In other words, would a duplex scanner be helpful?
*** Almost all Single sided

(5) Are the docs all (or mostly) black and white? In other words, is color scanning needed?
*** 90% will be Black & White

(6) Are the docs all (or mostly) letter size? Any small/odd-size docs? Or large ones? Any legal size?
*** They are all going to be 81/2 x 11" - Letter size

(7) Does your client already have a scanner (or two)? If so, what makes/models? If not, is selecting a scanner (or two) part of this project?
*** Yes, a commercial canon IR2150. But for the scanning project itself, we are thinking of buying 2 scanners, which will connect to 2 laptops or desktops which in turn will be mapped to our NAS.... (Just thinking here)

(8) What is the budget for the project? It doesn't have to be exact, but it's important to know approximately how much money the client is willing to spend on hardware, software, and services to implement the solution. But don't include the budget for the high school kids to do the scanning - I'm interested in the budget for hardware, software, and implementation services.
** This will be such the cleshay answer, but if there were a free (open source) solution, we would certainly consider it. The budget is low but flexible. What do you think a reasonable budget would be not included the kids labor cost for the scanning etc ?

Thanks !!
Python 3 Fundamentals

This course will teach participants about installing and configuring Python, syntax, importing, statements, types, strings, booleans, files, lists, tuples, comprehensions, functions, and classes.

Developer
Fellow 2017
Most Valuable Expert 2018
Commented:
I suggest the Fujitsu fi-6130Z:
http://www.fujitsu.com/us/services/computing/peripherals/scanners/workgroup/fi-6130z.html

Street price is less than a grand:
http://www.amazon.com/Fujitsu-PA03630-B055-fi-6130Z-Sheet-Fed-Scanner/dp/tech-data/B006MI6M7E/

It comes bundled with all of the software you'll need for scanning. The idea of connecting them to two computers and scanning directly to a NAS makes perfect sense. The bundled software will create standard PDF files (searchable, if you'd like), so all of the users may access the files on the NAS with any free PDF viewer, such as Adobe Reader, Foxit Reader, PDF-XChange Viewer, etc.

You may even be able to get away with just one scanner and hiring one kid. The backfile volume of 10-50K is low enough for one kid to handle (the duty cycle of this scanner is 2,000 pages per day) and the go-forward volume of 20-50 per day is trivial. Regards, Joe

Author

Commented:
Went with the Fujitsu fi-6130Z and a buffalo SAN local with the same Buffalo SAN replicating data offsite for disaster recovery. Thanks for the info. It was a quick solution that the client is happy with.

PA~
Joe WinogradDeveloper
Fellow 2017
Most Valuable Expert 2018

Commented:
Paul,
The second NAS for offsite backup is an excellent idea. I'm doing that with two Buffalo TeraStations – works great! I'm glad the client is happy with the solution. Regards, Joe

Do more with

Expert Office
Submit tech questions to Ask the Experts™ at any time to receive solutions, advice, and new ideas from leading industry professionals.

Start 7-Day Free Trial