View Full Version : paperless office /Document archiving software

06-04-2007, 01:27 PM
i know RS has some very tech savy people, im wondering if anyone has experienced with paperless office or data archiving type software.. right now we have 30 cabinets full of documents, an Access Database, that includes the particulars about "most" of those files (Searching catagories).. We are looking to scan the files into PDF and get rid of the cabinets.

im thinking of using some sort of software, but i cant find anything that looks like it will be around in the near future, or has the kind of tech support we need for this large of a project..

Is there a way to have our Microsoft access DB track the documents by just adding to the current data??

Shark Bait
06-04-2007, 02:02 PM
Hitachi Data Systems and Open Text Extend Partnership to Provide Combined ECM, Storage Solutions (http://www.hds.com/corporate/press-analyst-center/press-releases/2004/gl041130.html)

I just went to www.hds.com and did a search on document archiving.
http://www.hds.com/img/sitename.gif http://www.hds.com/img/logo_inspire.gif

06-04-2007, 04:39 PM
My wife is a Certified Records Manager. I'll ask her if she can help.

06-04-2007, 05:00 PM
thanks matt, we are a pretty small office, but literaly 1/2 of our office is filing cabinents.. looking for a solid solution, thats not going to break the bank..

Im thinking i need to learn some DB Programing and rework our access database to link to the files..

we are a land surveying company, we need to track file #'s, Addresses, Mortgage companies, ect and be able to search to find the files.. possibly link them to the Cad Files, and PDF files for easy access

06-04-2007, 05:04 PM
Access - :eek: :eek:

06-04-2007, 05:19 PM
I've used "Documentum" in the past (at a large Public Company) and was a nice interface and easy to use - basically I think it stored the docs as a file type that could be sent as .pdf or printed out or just viewed online. The search capability was very robust - you could query on just about any number of fields.

I bet it's pretty darn pricey as I think it's customized to the organization's needs.

We use alot of "open source" stuff where I work now, but we have some incredibly bright coders who can make these open source things do what we need. Maybe a google on open source doc archiving?

06-04-2007, 05:38 PM
You can link files thru Excel. At my old job they started doing this with our ECR(engineering change request) and ECO(engineering change order) and once setup correcting it worked very well and was very efficient. The excel file was a master list with all the basic info, DWG #, date, that sort of stuff and then it linked the actual document which was just a pdf, those files were mostly hand written. Excel is on of the programs that is as smart or as dumb as the one using it. It is important to have a stringent filing system for your network also.

06-04-2007, 05:38 PM
we use singularity at Regis for pdf management from these guys http://www.hershey.com/. we had tons of paper records that have been scanned in. it also has workflows and stuff like that. not the greatest software out there, but it does what you're looking for, I think.

06-04-2007, 05:49 PM
Access - :eek: :eek:

lol, yea i know.. the current database was created in like 92.. ive tweaked it a bit since then..

Thanks for the info guys..