Once you have decided to proceed with document management, the following guide will help you through the process of selecting hardware and beginning the implementation of your document management system. Please answer as many of the questions as you can, then click the Submit button.
Current Environment
Briefly describe how you currently file the majority of your paper documents now.
Are you currently scanning documents?
No Response Yes No I Don't Know
Do you currently have a document imaging software package?
No Response Yes No I Don't Know
If so, which package / vendor?
Why are you looking for another software package / vendor?
Would the current document imaging software need to be converted to the new system?
Not Applicable Yes No I Don't Know
If you own a scanner, which brand(s) / model(s) do you own?
Do you currently have a records management software package?
No Response Yes No I Don't Know
If so, which package / vendor do you own?
If applicable, would the current records management software system need to be converted to DocMan?
Not Applicable Yes No I Don't Know
How much history do you have that you would like to scan?
What other software would you like to integrate with your document imaging system?
Ctrl-Click for multi select
Who is responsible for your computer / network?
No Response Outside Consultant In-house computer support staff In-house non-computer support staff No One
Do you currently have a Local Area Network (LAN)?
No Response Yes No I Don't Know
Do you currently have Wide Area Network (WAN - multiple locations tied together)?
No Response Yes No I Don't Know
What type of server NOS (Network Operation System) do you have running?
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How many PCs do you have?
0 1-5 6-10 11-25 26-50 51-100 101-300 More Than 300
What type of PC O/S (Operating Systems) do you have running? (check all that apply)
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How do you backup your current data?
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Do you have off-site backup copies?
No Response Yes No I Don't Know
What is your current status for Disaster Recovery?
No Response In the event of a disaster, we could open a new office within a day. In the event of a disaster, we could open a new office within a week. In the event of a disaster, we would be out of business.
What is your current Disaster Recovery plan?
No Response In the event of a disaster, we could recover our electronic data, but no paperwork. In the event of a disaster, we could recover our electronic data, and our paperwork.
Document Imaging Information
Which Paper Documents would you like to scan? (categories)
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Which Electronic Documents would you like to track?
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What information do you have about each document that you would like to track?
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How many people would be scanning documents at one time?
No Response 1 2 3 4 5 More than 5
How many people would be searching for, or viewing, a document at one time?
No Response 1-5 6-10 11-25 26-50 51-100 101-300 More Than 300
List the ways in which you would want to search for a document:
Would all people viewing documents be on the same computer network (LAN)?
No Response Yes No I Don't Know
Would users need to access documents over the internet?
No Response Yes No I Don't Know
How many documents would you scan each day?
How many pages are typically in a document?
Which of the following features would you require?
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Would you require certain file formats?
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Would you require word search for scanned documents?
No Response Yes No I Don't Know
Would you require OCR for editing scanned documents?
No Response Yes No I Don't Know
Would you require the ability to read bar-coding from scanned documents?
No Response Yes No I Don't Know
Would you need any type of management report summarizing the documents that have been scanned?
No Response Yes No I Don't Know
Does one (or just a few) company produce most of the documents that you would scan?
No Response Yes No I Don't Know
If so, do they have a document imaging system?
Not Applicable Yes No I Don't Know
What is the SMALLEST physical document that you would scan?
No Response Smaller than a Check (2.75" x 3") Personal Check (2.75" x 6") Business Check (3.5" x 8.5") Letter (8.5" x 11") Legal (8.5" x 14") Green Bar Report (11" x 17") Larger than a Green Bar Report (11" x 17")
What is the LARGEST physical document that you would scan?
No Response Smaller than a Check (2.75" x 3") Personal Check (2.75" x 6") Business Check (3.5" x 8.5") Letter (8.5" x 11") Legal (8.5" x 14") Green Bar Report (11" x 17") Larger than a Green Bar Report (11" x 17")
Do you need to scan color documents?
No Response Yes No I Don't Know
Do you need to scan double-sided documents?
No Response Yes No I Don't Know
How many pages per minute would need to be scanned?
No Response 5-10 11-15 16-25 26-50 51-100 Over 100 I Don't Know
Do you need a flatbed scanner?
No Response Yes No I Don't Know
How many pages are in your LARGEST document?
No Response 1-5 6-10 11-25 26-50 51-100 More than 100 I Don't Know
How many pages are in your TYPICAL document?
No Response 1-5 6-10 11-25 26-50 51-100 More than 100 I Don't Know
Document Management Outsourcing
Would you consider outsourcing the initial history scanning?
No Response Yes No I Don't Know
Would you consider outsourcing the ongoing scanning?
No Response Yes No I Don't Know
Would you discard the paper documents after you scan them?
No Response Yes No Some I Don't Know
If so, do they need to be shredded?
No Response Not Applicable Yes No I Don't Know
Contact Information
Name
Email
Title
Company
Address
City
State
Zip
Telephone
Fax
When do you plan on purchasing?
No Response Within 1 Month 1-3 Months 3-6 Months 6+ Months
What type of business?
No Response Collections Legal Accounting Real Estate Banking Medical Retail Manufacturing Other
Is this budgeted already?
No Response Yes No I don't know
Amount budgeted?
What is your role?
No Response Decision Maker Key Influence Evaluator End User
