Document Management Software Question

Posted by Andrew Mckay
Sep 2, 2011 at 03:41 AM

Thanks Dan. Outsourcing is definitely one of the options I will and need to look at very seriously.

In house and out sourced both have their advantages and disadvantages. Recession is starting to bite here ( South Africa ) and that terrible word retrenchments is being used in some conversations so I need to make sure I do not give away work that we could do. But at the same time it is pointless trying to do something that we are not up to.

Evernote trucks was something I hadn’t thought of. Thanks again Andrew

dan7000 wrote:
>We do a lot of scanning large volumes of paper in my work. We almost always just send the
>documents to an outside firm that specializes in document imaging. As an example, I
>recently was confronted with 50 boxes of documents delivered to me, I looked through
>them and sorted out about 15 boxes I wanted scanned and sent them out to a company that
>had it done within a couple of days. They will scan it and then load it into whatever kind
>of software you prefer, with or without OCR, and many companies will have good
>suggestions on the software.
> >For smaller jobs, I agree with another poster that the
>hardware is really key. We have a Xerox Multifunction laser printer/scanner that
>does a great job of scanning from its autofeeder documents up to around 100 pages or so.
>At home I have a Canon multifunction ink jet machine that claims to do the same thing but
>can’t seem to get past 3 or 4 pages without jamming. If you have a high volume you don’t
>want it jamming on you ever.
> >One big difference between doing it yourself and
>outsourcing is what they call “unitization.” If you scan 100 pages into the Xerox, you
>get out a single 100-page PDF. If that’s supposed to be 10 documents, you then have to
>manually go through and split up the PDF into 10 separate files. The outsourcing
>companies usually handle unitizing, so you get one file (or one database record) per
>document.
> >Finally, for a medium-sized job, since you like Evernote, I would
>consider one of the scanning services offered in Evernote’s “Trunk.” There are a
>couple of services advertised there that you mail your documents to, and they scan
>them and put them into Evernote for you. You might get a better price from them than from
>one of the big imaging companies, but it would make sense to shop around.