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Document management software
January 28, 2022 7:41 AM
Hello. I'm interested in turning mu company's office totally paperless. Does anyone has such an experience? What set of tools did you implement? What were the difficulties?
Looking forward to your replies, thanks in advance
January 29, 2022 6:00 AM
Going completely paperless comes with a few challenges (in no particular order) ...
(assuming you mean: storing all documents electronically)
- How to get paper to a digital document?
I've used fast scanners from Fujitsu (love the Fujitsu FI series - I have used the FI-6130 in the past).
- What is going to be the preferred format (PDF?)?
Especially "searchable PDF's" are great, and you can password protect these files and even digitally sign them.
- Where are and how are you going to store the documents and what kind of rules/protection applies?
Think about a server, required security (HIPAA, PCI, etc), etc.
- What software, if any, would you like to use to manage the documents?
Often referred to as DMS (Document Management System or an eFiling Cabinet).
Personally I do not like these at all, but they can be useful for very large amounts of documents. The reason why I do not like them, is mostly because the files get tied into a system, but often becomes hard to detach it from that system when you want to switch. Additionally, more and more file systems offer a reasonably OK search option. An example of such a system is Microsoft SharePoint (available as a cloud service as well) - which I honestly do not like at all, but it is fairly commonly used in businesses.
I guess in the end it all depends on the type of business you're in, what your budget is, and what you want to do with the electronic documents.