How to get started in Document Management

I often get asked the question "What is the best way to get started on my Document Imaging project?" And of course, the answer is always: "It depends"

The easiest way to begin down the Document Management path is by using an all too familiar device within every office: the scanning Multi-Function Device. Just about every office out there today has a scanning copier or fax machine that will allow you to scan to PDF or TIFF. I recommend you come up with a document/folder naming scheme within your department or company to make sure there is some standardization to the whole scanning process. This is an extremely critical step for several reasons:

• It prevents the paper mess that already exists from becoming a digital mess
• Standardization in the scanning provides continuity throughout the organization, insuring that you can locate the documents later
• Standardized folder structures and file naming schemes allow easy import down the line if you choose to migrate your documents to a true ECM or DM System.

The most important piece of advice is to have a plan, and make sure everyone sticks to it.

For some organizations, enforcing standards through the honesty rule just won't cut it. Wily end-users just won't comply, and ignore naming standards. In this case, the next logical progression would be to add some sort of capture software to enforce naming standards. If you are utilizing your copier, you can use an MFD Capture package such as eCopy or EFI's SendMe to require proper naming and folder locations. Information on these products can be found on the links page here Capture Software Links .

So, aside from the basic scan-to-file scheme above, what other options exist for getting started? Most of the software vendors in the Document Management/Enterprise Content Management space have basic entry level packages that can get your project off the ground at a relatively inexpensive price. One that comes to mind is the Captaris Alchemy Gold package (If you want really good pricing on this entry package, send me a note). Others include LaserFiche and Documentum's AX. All are fairly powerful systems that allow you to grow into their full-blown product line through upgrades or the addition of modules. Click here to see links to manufacturer pages Document Management Software.

Any way you choose, less paper is better!!