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Looking for recommendations for Document management/scanning system

Posted on 2013-01-26
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Last Modified: 2013-06-04
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
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Question by:reca1
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ee_reach earned 500 total points
ID: 38823296
You may want to have a look at Nuance.  Here's what they say (emphasis mine):

Whether you’re looking to boost personal productivity, departmental efficiency, or enterprise document workflows, Nuance has document scanning, OCR, and conversion solutions that dramatically boost knowledge-worker productivity, drive greater business-process efficiency, and enhance information security and compliance within document-centric workflows.

Here's the link for more info:
http://www.nuance.com/for-business/by-solution/document-imaging-and-scanning/index.htm
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