Document Management Systems

Document imaging systems include scanners to help you convert paper records into electronic files, while document management software exclusively deals with electronic files. Both products include similar software: you'll get security, tracking, and searching either way. For a one-time conversion of paper files, you can hire a scanning service, and not pay the hardware costs of a document imaging system.

Imaging System - Converts paper documents to electronic files

Software only - Provides management of files in electronic format

Both - Imaging and software system combined

1-4

5-9

10-24

25-49

50-99

100 or more (please enter exact amount):

Most modern digital copiers with networking capabilities make excellent scanners and are compatible with document imaging needs. They're also more useful to your office than dedicated scanners, so upgrading your copier with a high-speed document feeder may be a worthwhile way to get the scanning capabilities you need.

No - We do not currently have an input device

Yes - We have a typical office scanner

Yes - We have a network compatible copier/scanner

Yes - We have a high speed document scanner

Yes - Other (please specify):

This question is intended to guide the suppliers in suggesting the right system for your needs. If you are unsure, please simply estimate to the best of your ability.

100 pages or less

101-300 pages

301-500 pages

501-1000 pages

1001-2000 pages

2000 pages or greater

Internally hosted systems, known as client-server systems, give greater control and deeper customization, and allow more complete integration with your existing systems. Outsourcing your hosting to application service providers (ASPs) requires less technical expertise and provides top-tier security, data backup, and small monthly bills instead of an upfront investment.

Don't know/Unsure - Please advise of options

We wish to host the system internally

We wish to outsource the hosting

ASAP

2-3 months

4-6 months

6 months or longer

Small to mid-size business (1-500 employees)

Large business (500+ employees)

Government agency (Federal, State or Local)

Educational institution (Public or Private)

Non-profit organization

Other (please specify):

A document imaging system needs to be integrated into your existing software systems to be efficient. The vendor you choose will help do the integration work, but some systems are more easily integrated than others. Knowing what systems you have in place will help them give you accurate information about integration timetables and costs.

(please check all that apply)

None currently

Not sure

DB2

Microsoft SQL Server

Oracle

Sybase

Other (please specify):

Giving access to remote employees, contractors, or vendors can really improve your business processes. Systems that offer remote access should also include multiple layers of security and variable access control, allowing you to grant some users access to only a subset of your documents.

Yes, we have employees outside our main office that will need access

No, only employees working in our main location will use the system

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Do you prefer open-source or proprietary software? Do you have an existing document imaging system that you\'re replacing? What types of paper documents does the system need to handle? Do you have a large quantity of existing documents you need to scanned?

NOTE: There is a 1,000 character limit for this answer.

(example answers)

We need to scan paper documents into electronic files that are searchable by client, date, and type of communication. The system needs to have OCR capabilities. We are a 12 employee medical billing company and need affordable, basic software. We do not need lots of bells and whistles.
Open-source software preferred, I would like to scan legal sized and regular documents, I would like to scan all important documents fairly quickly but not necessarily very fast.
Our organization would like to be able to scan all documents we have such as client records (opened and closed records), personnel documents and accounting documents using our network printer/copier/scanner and be able to store and retrieve those documents. Also because of the type of organization we are, we must follow HIPPA guidelines for those documents.
We want a payroll and tax data document management system.
I am researching the archiving, indexing, and retrieval of statements and contracts. Operation must be able to create indexed PDFs and XML. We must be able to be query via web and render a PDF or tiff image of the statement.
This system must be MARC-AMC compatible.
We are looking to document a PDF or Tif file image of tax exemption certificates and need to access them by account number, alpha customer name, state and effective date.
We are trying to develop a system for keeping track of faculty evaluations. Our college currently has over 1000 faculty members who are evaluated on a regular basis for promotions, accreditation, etc. We need a system for collecting supporting documentation (CV, reference letters, reports) and for digitally distributing that information. And maybe track keywords and statistics.
We have currently 30 tie card scans and approximately 600 large scale plan drawings scanned and want to integrate these and also use them in our GIS system.
We need an "out of the box" solution. We need a records, content, document mgmt system where electronic documents are managed from one source system but can be accessed from multiple business systems. It has to be easy to use. I need help.
We need to be able to view/storage large format architectural drawings.
We need to manage AutooCad and Autodesk Inverter documents.
We run on Debian servers.
We use Syteline ERP and work in a machine shop environment.
We will be converting over from Papermaster Pro Version 7 - All of our archive files are in PDF format.
We would like to scan the previous 3 years of invoices, bills, and other financial information. We would also like to store our employee files, equipment manuals, and other company information electronically. We have a lot of paper in our office!!!.
We're looking to store several custom (id, date, description) fields related to each scanned document. We are currently using image edition and would love to have similar functionality, but updated compatibility and support. Thanks!.
Will need OCR reading and printing.
We will need to scan high volume into law office software.
Images scanned at 300 dots per inch with a file format that is TIF to PDF. Originals are in good condition. Originals are sorted, duplicates and non-archived documents have been removed, and all documents we receive will be scanned. Customer digital files will be returned via best digital media transfer mode as appropriate to file size, CD, DVD, USB external hard drive.
Client management is needed.
Confidential client taxes & documentation will be stored.
Contracts archival and search functionalities are prime requirements. Separate cost estimate for conversion of old database contracts.
We need a Microfilm back up of scanned documents desired on a yearly bases plus microfilming of older paper documents We have approx 800 cubic feet of documents to microfilm. Index could be created by our office.
Must be secure (patient records) and extremely easy to use. Currently have about a dozen boxes of old patient records to be scanned and indexed.
The system must have full text, Boolean search and not near Capabilitiescapabilities. It should recognize pdf and tiff files.
This must integrate with our enterprise claim system which is a web-based, java, oracle application.
The system must be open source, handle a large number of scanned documents and index documents via bar code cover pages.
Scanning and indexing and electronic payment are necessary. We have no existing imaging systems.
We work with medical data, so we would also need the ability to scan medical claims and convert them to HIPAA EDI Specifications, including the ability to index by numerous fields of the claims. We would also like to possibly have the hosting of images be provided thru a web portal type application of a 3rd party vendor.
I already have Papermasterpro 7.0 and want to transfer docs to another DB management software. We have mainly taxt text and some pictures. We would like docs in PDF.
I?m currently doing research for a retail chain of 25 stores looking to automate their paperwork with accounting.
We?re currently using Microsoft applications for creating documents and use Access to track documents (newly created and revisions).
Features needed: document repository, searches according to multiple key word parameter, software to convert PDF to searchable files, document image clean up and prep software and ICR converts handwritten to images. Please email quotes.
I am already investigating Fortis, onbase and Docuware, so I request no additional contacts regarding those technologies.
I am using digitech and papervision but I need something in Spain for off shore operations.
I am working on historic preservation and would like to catalogue a large photographic collection. I am interested in database software to inventory photos that can be searched.
I collect financial statements from clients, such as bank statements, brokerage statements, deeds, social security statements. For each client, I'd like to print a set of labels with the unique client ID 9(maybe bar code) and a few other indexing criteria: asset, income, transfer, closed (maybe bubble mark). I'd put the label in the lower left corner of each statement, scan it, and the software would index in on the label and put it into my MS Access database in the correct place. I would then use the database to print financial packets, etc.
I have PaperPort and NeatReceipts both under Vista, and Devon (for the Mac).
I have a tax / bookkeeping business working with. real estate and. Mortgages.
I prefer the open-source or proprietary software.
Information taken from document must be able to merge with account information from Oracle.
Initial use will include scanning of several file cabinets full of sales related paperwork: invoices, purchase orders, spec sheets, etc.
Integration with Outlook and/or Exchange a bonus.
I?m interested in Integration with the Epic Systems product.
I will convert large PDF's, Tiff's, Jpeg, autocad Files and other large electronic files.
Law office documents.
These are legal documents. We?ll need full text search on all documents.
I?m looking for a couple smaller desktop type scanners to simplify converting documents to electronic files. Currently have a networked all in one for large jobs (Ricoh Afficio 2500).
Looking for vendors with a good API so that we can show documents in our own web applications.
Paper sizes are 8.5 x 11 and 36" x 48", both color and black and white documents. There will be both bound and unbound supplied periodically on an ongoing basis. Volume is undetermined. Need documents scanned.
A product like Agile but less complex and less expensive.
Budget is important to us. Each file is about 250 pages, with 8 to 10 tabs and must be compatible with Microsoft Word. I might need bulk scanning as there are over 50 boxes of such documents.
Uses will include CAD and records management capability. This request is for information gathering only.
This software must be HIPAA compliant for medical office.
I have existing documents that need to be scanned. I have word files, PDF files, excel files, access database, pictures (mostly jpg), etc. We could need to create a file structure for storage and files. We could possibly create this ourselves. We also would need to allow multiple users secure access to the server and the ability to view and update the Access database.
I am a very small company that does medical transcription for two doctors, but I need to be more efficiently organized in my computer, as well as my own personal papers.
I am considering to start a business scanning and archiving client documents giving them Web access to company documents and/or filing cabinets based on permissions within their own company. I am somewhat familiar with Canon ImageWare, Xerox Docushare, Doculex and Docuware.
I am converting my medical records into electronic files for ease in recovery, printing, faxing, emailing.
I need a paperless management system for an insurance agency.
I?m looking to clear up file rooms of dead files. I would prefer a referencing system in the PDF that would allow for sections, although this is not required as long as they are searchable PDFs. Please contact me through Email with quotes and suggested options. This will be an ongoing process as we renew policies every week.
The software must be compatible with e-copy, have a repository and bar coding ability.
This must meet HIPPA compliance standards for confidentiality of medical records.
We need to integrate with our electronic health record.

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