Starting paperless office from the scratch.

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August 24, 2010 - 8:07 AM

My New Boss recently informed me that from now onwards we are going to do business differently, All the filing cabinates occupying our Accounting Office( about 10 seating capacity Area) will have to go because it occupies a big space.

Question, which is the best ECM/ERM Applications we should go for and what are the challenges our Team will encounter before and during implementation period, what would be the cost Analyst.

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Submitted by

Francis,

Really you need to do a lot more information gathering before any products can be recommended.

What is your volume of scanning?
What types of documents?
What is their quality?
What types of EDI will you be using to replace paper?
How many users?
What sort of integration do you need?
etc.

So many questions :) The point is you really have to dig into requirements to formulate a clear picture of a solution that will solve them.

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Submitted by

Hi Chris,
Thanks for your detailed instructions and requieremnets for the best action to take before we go into paper less office.
We the volume of scanning is high according to our standard about 15 -20 thousand current past files and they are all Vouchers and invoices from clients/vendors and contractors. currently we are trying to capture these documents using Documentum/ASIST and we are in the process of integrating it with our Acccounting system.

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Submitted by

Francis,

Good start. Sounds like a data capture scenario. So when considering a capture product you will want to look at those that have the ability to extract no just field data but on a business logic basis, and not a static coordinate basis, as invoices are always changing. As for your backed, I guess I'm not sure if you have this established yet, but this is what I find. It's possible to link ANY capture only product with ANY backed. So really pick the best capture product for your needs, and the best ECM for your storage, compliance, ease-of-use needs. Do not limit yourself just because there is a "connector" or not. The reality is that many ECM systems that incorporate capture, the capture pieces is usually lacking.

There is a lot of resources out there. I have written several for AIIM, "OCR Toolkit" and AIIM "Document Imaging in SharePoint Toolkit" have good guides on how to plan for and choose a solution. Also the Capture page on AIIM.org has several articles specifically on invoice processing as well as just general capture. Also check out my most recent blog post on invoice processing http://aiimcommunities.org/capture/blog/i%E2%80%99m-invoice-not-rock-star

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Submitted by

Hi Francis,
I agree with Chris. You will benefit greatly from doing an assessment first and determining your specific requirements. There are so many options available. If you'd like to share in more detail what you currently want captured, email me at karen@yourdigitalsource.net and I'll be happy to get you started in the right direction. We all need a little help now and then.

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Submitted by

Hi Chris,
Thanks for your detailed instructions and requieremnets for the best action to take before we go into paper less office.
We the volume of scanning is high according to our standard about 15 -20 thousand current past files and they are all Vouchers and invoices from clients/vendors and contractors. currently we are trying to capture these documents using Documentum/ASIST and we are in the process of integrating it with our Acccounting system.

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Submitted by

Francis,

Good start. Sounds like a data capture scenario. So when considering a capture product you will want to look at those that have the ability to extract no just field data but on a business logic basis, and not a static coordinate basis, as invoices are always changing. As for your backed, I guess I'm not sure if you have this established yet, but this is what I find. It's possible to link ANY capture only product with ANY backed. So really pick the best capture product for your needs, and the best ECM for your storage, compliance, ease-of-use needs. Do not limit yourself just because there is a "connector" or not. The reality is that many ECM systems that incorporate capture, the capture pieces is usually lacking.

There is a lot of resources out there. I have written several for AIIM, "OCR Toolkit" and AIIM "Document Imaging in SharePoint Toolkit" have good guides on how to plan for and choose a solution. Also the Capture page on AIIM.org has several articles specifically on invoice processing as well as just general capture. Also check out my most recent blog post on invoice processing http://aiimcommunities.org/capture/blog/i%E2%80%99m-invoice-not-rock-star

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Submitted by

Francis,

Good start. Sounds like a data capture scenario. So when considering a capture product you will want to look at those that have the ability to extract no just field data but on a business logic basis, and not a static coordinate basis, as invoices are always changing. As for your backed, I guess I'm not sure if you have this established yet, but this is what I find. It's possible to link ANY capture only product with ANY backed. So really pick the best capture product for your needs, and the best ECM for your storage, compliance, ease-of-use needs. Do not limit yourself just because there is a "connector" or not. The reality is that many ECM systems that incorporate capture, the capture pieces is usually lacking.

There is a lot of resources out there. I have written several for AIIM, "OCR Toolkit" and AIIM "Document Imaging in SharePoint Toolkit" have good guides on how to plan for and choose a solution. Also the Capture page on AIIM.org has several articles specifically on invoice processing as well as just general capture. Also check out my most recent blog post on invoice processing http://aiimcommunities.org/capture/blog/i%E2%80%99m-invoice-not-rock-star

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