Scanning documents is only half of the process involved in digital document management, but what do you do once all of your documents are scanned and converted into PDF format?
First, you will need a system to file and retrieve your documents. An electronic file system is fully digital, so you can create all the subfolders you want for organizing your information. Simply drag and drop the document icons from one folder to another. Unlike paper files, digital files are also easily searchable. In fact, basic searches can be done using Windows Explorer or the Mac equivalent. However, if you need a more advanced search system, consider using Worldox, which provides industrial strength document management. Or, if you are looking for a customized solution, programs such as TimeMatters, GroupWise or Amicus Attorney offer varying degrees of document management specialization.
For online document storage, you can start by storing scanned documents on a network drive, either an internal hard disk or a storage appliance. When deciding which option to use, consider the speed you will require. Most businesses prefer a fast hard disk drive (7200-10,000 rpm). Or, if your documents need to be available across a network, consider a fast Ethernet (100 MB per second). However, using a standard Ethernet and 801.11(b) wireless will not provide sufficient bandwidth for retrieving and storing larger documents.
In general, storing the same amount of information as is typically stored in a file drawer will require 500 MB of storage, which is equal to less than a single compact disc, which typically holds 700 MB. Thus, an entire four drawer filing cabinet will only require 2 GB of space. A single DVD holds 4.7 GB, or the equivalent of two four-drawer filing cabinets. Using this as an illustration, it’s easy to see how quickly you will save space by converting to a document scanning / digital storage solution.