A paperless office ADVICE - equipment, secuirty etc
- Thread starter rossyl
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Caporegime
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Don't you work in a law practice?
Depends exactly what you mean by a paperless office. Do you mean one where records are kept in formats other than paper (traditional meaning) or a totally paper free enviroment?
http://en.wikipedia.org/wiki/Paperless_office
In terms of what you need, scanners for every type of document you are likely to be dealing with (may include OCR rather than just graphical scanners and so on), a fax gateway (fax is taken straight in electronically), a serious on and off site backup solution with at least daily backups, and big databases for storing all the information and having a hope of finding it again.
http://en.wikipedia.org/wiki/Paperless_office
In terms of what you need, scanners for every type of document you are likely to be dealing with (may include OCR rather than just graphical scanners and so on), a fax gateway (fax is taken straight in electronically), a serious on and off site backup solution with at least daily backups, and big databases for storing all the information and having a hope of finding it again.
His new secretary is a pyro.
Consigliere
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thanks so far
yes paperless. i.e. everything is stored on and searchable on the computer.
what is an OCR license?
backups on and offsite.
all documents (letters rec'd etc) to be put on system imemdiately
all documents created on system.
everything digital.
yes paperless. i.e. everything is stored on and searchable on the computer.
what is an OCR license?
backups on and offsite.
all documents (letters rec'd etc) to be put on system imemdiately
all documents created on system.
everything digital.
Fax gateway - easy.
For the rest, pay a team of secretaries to type everything out and save it that way. Still more accurate than OCR (for handwritten stuff, anyway).
Pyromaniac.
It seems you're wanting an on-site solution.
You'll need a piece of OCR software and therefore a license if you're wanting to search within a page for specific text. If you can do with just indexing your full page images and using that as a system for finding a specific body of text then you'll just be looking at shelling out for the capture software license. However, the larger the office, the more complicated indexing and the need for OCR becomes, unless you've got a fantastically simple paper filing index system that can be replicated through the scanning software and storage structure.
Approximately how many images are you looking at that need to be scanned already, and how many per day, ish are you looking at that need to be added into the system?
Would you want them as .pdf, .jpg, .tiff? Full colour, greyscale or mono?
You will never ever create a paperless office, you'd be surprised at just how much paperwork is created in keeping your office 'paperless'.
You'll need a piece of OCR software and therefore a license if you're wanting to search within a page for specific text. If you can do with just indexing your full page images and using that as a system for finding a specific body of text then you'll just be looking at shelling out for the capture software license. However, the larger the office, the more complicated indexing and the need for OCR becomes, unless you've got a fantastically simple paper filing index system that can be replicated through the scanning software and storage structure.
Approximately how many images are you looking at that need to be scanned already, and how many per day, ish are you looking at that need to be added into the system?
Would you want them as .pdf, .jpg, .tiff? Full colour, greyscale or mono?
You will never ever create a paperless office, you'd be surprised at just how much paperwork is created in keeping your office 'paperless'.
Won't you also need some form of document management system to store everything in a way that it can be found again easily. The new sharpoint server is ok for this (well, better than the last version) we're currently looking at Documentum but it's expensive!