Introduction to Document ManagementJim Locke, PrincipalResultWorx Technology Group

Agenda

•The “Paperless Office”•Hardware, Storage and Software

Considerations•Document Formats•Workflow•Sample Solutions•Tips for Getting Started•Questions

The arrival of the

“Paperless Office” has been trumpeted for over 15 years…

YET…Paper grows 25% per year in a typical organization, meaning that it will double in just over three years time!

The Paperless Promise…

•To reduce time and costs associated with document management

•To reduce amount of space required for storage

•To enable business to recover important documents in a disaster

•To reduce environmental impact and associated costs

•To improve security of information•To improve regulatory compliance

The Case for Going Paperless

•70% of “white-collar” worker time is spent processing paper documents

•15% of all paper documents are misfiled or misplaced

•30% of documents used daily contain obsolete information

•40% of worker’s time is spent searching for misfiled, misplaced, or lost documents

Source: Coopers & Lybrands

So Why Now?

•Availability of affordable hardware•Availability of affordable software•Integration with business processes

▫E-mail and business productivity software▫Fax

•Low cost storage•Efficient backup solutions•New security and compliance

requirements

Hardware Considerations

•Scanners▫Duplex Scanning▫Multi-page tray with good speed▫Scans directly to file folder as .PDF or .TIF▫Network connected vs. USB▫Consider multifunction devices where

appropriate•Multiple Monitors

▫If you regularly refer to documents, consider multiple monitors for better productivity

Storage Considerations

•How will you store documents?▫Structured file folders▫Database

•Where to store documents?▫Local hard drive, network drive or online

•How will you backup?

Software Considerations•What format will you store documents in?

▫.PDF, .TIF or something else•What software do you need to integrate with?

▫Microsoft Outlook, Office, Salesforce, etc.•How will you retrieve documents?

▫Search for specific text or meta data (e.g. invoice#)

▫Pick from structured file folders•How will you share documents?

▫Locally, remotely, website, etc.▫Internal/External

Document Format Arguments

•Portable Document Format▫Easily embedded and read by any computer▫Full text search with meta-data▫Security/Encryption▫Annotation

•Tagged Image File Format▫Easily embedded and read by any computer▫Image-only, cannot be altered (maybe)▫Requires less storage space

•Proprietary file formats

Workflow

•Document management is really about process

•Make a plan for document processing▫How will you process received documents▫Where will you store documents▫How will you locate stored documents▫How will you annotate, share and send

documents•Failing to plan your workflow can cause

the project to fail

Home Office Solution

•Office Profile▫Single User

•Hardware & Storage▫Lexmark Multifunction Device▫Stored on local hard drive; USB Backup

•Software▫Nuance Paperport, NeatDesk, eCopy

Paperworks▫May store in proprietary format▫Minimal indexing

Small Business Solution

•Office Profile▫Multiple Users▫Batch Documents

•Hardware & Storage▫Lexmark Workgroup Multifunction Device▫Stored on networked hard drive▫Network backup solution

•Software▫eCopy Paperworks

CPA Office Solution

•Office Profile▫Multiple Users▫Document Intensive

•Hardware▫Desktop scanner or multifunction device▫Network Server / Online Storage▫Multiple Monitors

•Software▫Cabinet NG Document Management

Solution

9 Tips to Getting Started

1. Get some idea of your current costs2. Start small to work out workflow3. Use a shared multifunction device4. Store documents on the network5. Use Portable Document Format (.PDF)6. Invest in good software (e.g. eCopy, CNG)7. Scan new documents first, then archived

ones8. Use Meta-data and/or full text search9. Have a good backup solution

Please feel free to contact us:

Jim Locke(626) 689-4491jlocke@ResultWorx.com