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I ma looking for a Document Storage and Retreival System that is affordable and easy to mainatin for a small business with about a total of 12 employees.

I would like to retreve document where ever I may be.

What scanner, software and hardware requirements.

asked 01/24/2009 09:08

PatrickMahoney's gravatar image

PatrickMahoney ♦♦


9 Answers:

There are plenty of "file cabinet"-like software packages out there.  Depending on your needs, each one has different features.  You may want to try Microsoft SharePoint, http://www.microsoft.com/Sharepoint/default.mspx.

As far as hardware, that really depends on your volume.  A networked scanner (only) by Fujitsu would work.  Or a multi-function from Ricoh, Canon, etc.  There are many different models, and it would be hard to recommend without knowing more of your requirements.

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answered

ycgtech's gravatar image

ycgtech

I would like to store about 1,000 new vendor invoices a month plus other bills aned statements and be able to automate the process. And have the ability to search for an invoice by vendor as well as items on a invoice.

I can budget between $1,000.00 and $2,000.00 for the total project.

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answered 2009-01-24 at 17:29:15

PatrickMahoney's gravatar image

PatrickMahoney

I would hesitate to recommend one product out there.  If you do a google search on "ocr pdf" you will see many software packages that will allow you to search pdf.  The process would simply be scanning the document to a pdf, file appropiately on your file server, then you use the ocr pdf software to search for documents when needed.

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answered 2009-01-25 at 15:18:22

ycgtech's gravatar image

ycgtech

I have found many different price ranges for scanning to pdf.

I am interested in finding a solution that would save time. I have a manual paper filing system now, but want one that would be simple and low amount of time to archive and easily retreive documents

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answered 2009-01-25 at 20:37:23

PatrickMahoney's gravatar image

PatrickMahoney

Please note that I do not endorse any specific solution. I am just showing some point of view and some ideas.
When you scan a document even to pdf what you get is an image that cant be searched.
To be able to search scanned pdf documents you need software that is able of creating text searchable pdf (see below for what is text searchable pdf). Another thing that you can add to pdf files is metadata which is information that is going to be included in the file in plain text, not compress or encrypted, thus allowing it to be searched by normal search methods like Windows Explorer Search.
To scan large amounts of documents you need a scanner or multifunction machine capable of scanning directly to folder.
To get the documents to become text searchable pdf there are applications that monitor the folder and every time a document is placed on the folder it automatically processed
To retrieve the documents anywhere you need some sort of web portal
Internally you could perhaps use Windows Sharepoint Services (WSS 3.0) which is free for use with a windows server that is properly licensed. Dont confuse it with Microsoft Office SharePoint Server (MOSS) that is not free.
http://www.microsoft.com/downloads/details.aspx?FamilyId=D51730B5-48FC-4CA2-B454-8DC2CAF93951&displaylang=en
http://www.microsoft.com/downloads/details.aspx?FamilyID=4191a531-a2e9-45e4-b71e-5b0b17108bd2&displaylang=en
Templates:
http://technet.microsoft.com/en-us/windowsserver/sharepoint/bb407286.aspx

For example here is a good document management software. http://www.docuware.com/
Here is free software KnowledgeTree Community Edition http://www.knowledgetree.com/node/38
That also has a comercial edition http://www.knowledgetree.com/

There are even solutions that integrate in to multifunction devices you start the scanning workflow on the multifunction device. Input some information directly on the mfp touch screen the document is scanned, sent to the sever ocr processed and based on the information you inputted the document is placed in the right place. All automatically.
http://www.youtube.com/watch?v=qvMkn08FJCk&feature=related
But this kind of solution is way above your budget.


What is a Searchable PDF?
A searchable PDF file is a PDF file that includes text that can be searched upon using the standard Adobe Reader search functionality. In addition, the text can be selected and copied from the PDF. Generally, PDF files created from Microsoft Office Word and other documents are by their nature searchable as the source document contains text which is replicated in the PDF, but when creating a PDF from a scanned document and OCR process needs to be applied to recognize the characters within the image.

Inside a Searchable PDF
In the context of Document Imaging, a searchable PDF will typically contain both the original scanned image plus a separate text layer produced from an OCR process. The text layer is defined in the PDF file as invisible, but can still be selected and seached upon. PDF files are able to store images using most of the native compression schemes used in TIFF files, so for example Group 4 TIFF files do not usually require any format conversion.

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answered 2009-01-25 at 20:48:05

jrtec's gravatar image

jrtec

I recommend efilecabinet. They have a great solution for small businesses....very well priced and great features..

http://www.efilecabinet.com

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answered 2009-01-26 at 16:27:04

creoletech's gravatar image

creoletech

One more comment.... I'd recommend you request a live demo of the software. Shawn at efilecabinet can show you all of the features. I was a complete newbie on document imaging but he gave me a demo and it was very helpful.

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answered 2009-02-27 at 20:40:18

creoletech's gravatar image

creoletech

I am not going to do the project at this time

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answered 2009-02-27 at 20:44:53

PatrickMahoney's gravatar image

PatrickMahoney

Question PAQ'd and stored in the solution database.

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answered 2009-09-17 at 16:03:12

ee_auto's gravatar image

ee_auto

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Asked: 01/24/2009 09:08

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Last updated: 12/17/2011 05:21