reca1
asked on
Looking for recommendations for Document management/scanning system
I am working for a company which requires a document management system, I was wondering if anyone had any experience of such a system and could recommend anything. Briefly we are looking for:
1. The company has a number of interests in commercial and residential property. There are a number of subsidiary property holding companies within the company - which we would like to move to a paperless filing system.
2. The intention at this stage is to file all the documentation for each company at a central location. So we would like the system to be as simple as possible in terms of both saving the documentation and accessing it at a later stage. Much of the information will be legal documentation - so it will need to be very secure and confidential system.
3. At some point in the future we may wish to share the information with solicitors, surveyors and / or prospective buyers and therefore it may be advantageous to consider access from out of the network but this is not a priority at this stage.
4. We do have some scanning facilities - so we are looking for a system that ensures that the documents are stored in a logical manner and prevents the documents to be saved in the wrong place.
5. The documents will need to be updated occasionally when we have a new lease or rent review memorandum.
6. The typical layout as follows:
Company documents:
• Company Incorporation Document
• VAT Registration Document
• VAT election
• Insurance Certificate, if covering all the properties within the company
Property documents:
• Lease – up to 40 pages + plans
• Title information – register and plan
• Energy Performance Certificate
• Floor plan
• Asbestos Survey / Management Plan
• Test Certificates
• Rent Review Memoranda
• Licences / Deeds of Variation
• Works undertaken
• Lease / Title Report
• Miscellaneous / important correspondence
• Key Contact details
7. The intention is that we roll this out by scanning in all the information company by company later this year.
Thank you in advance
1. The company has a number of interests in commercial and residential property. There are a number of subsidiary property holding companies within the company - which we would like to move to a paperless filing system.
2. The intention at this stage is to file all the documentation for each company at a central location. So we would like the system to be as simple as possible in terms of both saving the documentation and accessing it at a later stage. Much of the information will be legal documentation - so it will need to be very secure and confidential system.
3. At some point in the future we may wish to share the information with solicitors, surveyors and / or prospective buyers and therefore it may be advantageous to consider access from out of the network but this is not a priority at this stage.
4. We do have some scanning facilities - so we are looking for a system that ensures that the documents are stored in a logical manner and prevents the documents to be saved in the wrong place.
5. The documents will need to be updated occasionally when we have a new lease or rent review memorandum.
6. The typical layout as follows:
Company documents:
• Company Incorporation Document
• VAT Registration Document
• VAT election
• Insurance Certificate, if covering all the properties within the company
Property documents:
• Lease – up to 40 pages + plans
• Title information – register and plan
• Energy Performance Certificate
• Floor plan
• Asbestos Survey / Management Plan
• Test Certificates
• Rent Review Memoranda
• Licences / Deeds of Variation
• Works undertaken
• Lease / Title Report
• Miscellaneous / important correspondence
• Key Contact details
7. The intention is that we roll this out by scanning in all the information company by company later this year.
Thank you in advance
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