Building a Document Management Plan Part II

Written by Ray Griffiths

Continued from page 1

* Followrepparttar flow of each document and determine how each document affectsrepparttar 133381 process andrepparttar 133382 disposition of each document.

* After an invoice has been paid which documents are filed withrepparttar 133383 invoice and which documents are in other locations.

o Are checks matched with invoices and attached torepparttar 133384 invoice?

* What arerepparttar 133385 retrieval requirements afterrepparttar 133386 documents have been filed?

o These arerepparttar 133387 typical index keys used in accounts payable. + Purchase order number + Vendor number + Invoice number + Check number

Usually in accounts payable invoices and packing slips are scanned and indexed. The purchase order, receiver and check can be captured fromrepparttar 133388 print spooler through a COLD (Computer Output to Laser Disk) process. These documents can be auto indexed byrepparttar 133389 COLD process.

Is there a need to match and verify check amount and vendor againstrepparttar 133390 invoice?

Database integration can be used to automaterepparttar 133391 check matching process.

The next step is to answer some questions about how to size your entry-level system.

1. How many documents per day will be scanned? 2. How many users will be retrieving documents? 3. How many years of documents will be on line?

It is always a good idea to check with your computer department and find out what server platforms they prefer.

The last step is to determine where you want to go with document imaging by answeringrepparttar 133392 following questions.

1. Do you want to do work flow in accounts payable? 2. Do you want to automatic data extraction from invoices? 3. Are there other departments that will use document imaging?

After you gather all of this information you will be ready to set-up meetings with vendors. Choosingrepparttar 133393 vendors to talk to will be a challenging task. The requirements ofrepparttar 133394 computer department may limit your selection. Windows 2003 or Linux isrepparttar 133395 most common platforms used for document imaging. You can start your search for vendors by doing a search onrepparttar 133396 Internet. Look atrepparttar 133397 vendors web pages; this will give you some information about their products. Select several to contact and set-up an initial telephone call or visit to startrepparttar 133398 process. Onrepparttar 133399 initial visit you need to determine:

1. What server platforms are supported 2. Are their systems open 1. Not hardware dependent 2. Images stored in standard formats 3. Provision for exporting images with associated data 3. Do they haverepparttar 133400 features that match your requirements 4. Is their system scaleable 5. How is their system serviced 1. Can they work onrepparttar 133401 system remotely* 2. Do they have source code 3. What arerepparttar 133402 annual service fees 6. Three references 7. Will their system fit into your budget

Callrepparttar 133403 references before moving forward.

Select no more than three vendors forrepparttar 133404 final phase ofrepparttar 133405 process. Have vendors demonstrate their system. Give them samples of your documents to use forrepparttar 133406 demonstration.

Afterrepparttar 133407 demonstrations are complete decide which ofrepparttar 133408 vendors you what to give you a proposal.

If you would like some help with this process send an email to

The next article in this series will cover accounts payable workflow and data extraction.

* If a company can work on your system from their office you will get faster service

Over 30 years of providing document imaging solutions for companies of all sizes. Visit our web site or send an email to

Recruiters: Are you killing your profits with these strict guidelines and overkill job descriptions?

Written by Regina Stevens

Continued from page 1

Yes, I hear complaints allrepparttar time about employers not being able to find qualified candidates. Well ask your recruiter this: "Is it possible to find one person who has allrepparttar 133380 skills I need or will I need more than one person?" Askrepparttar 133381 recruiter to be upfront with you about what is necessary to fill your open position(s). Imagine asking for one person who can perform heart surgery, manage your facilities, custom-make your shoes, design a website, build a huge database with security, provide CPA services, etc. Does this one person exist? I think you get my point.

I know that employers want to getrepparttar 133382 most for their money, but withrepparttar 133383 IT job descriptions I have seen, employers are going to find themselves having to fix a mess inrepparttar 133384 near future - ultimately losing money. Wouldn't it be more advantageous to hire a System Administrator AND a Website Designer so that they can do what they do best for your company?

Regina Stevens is the CEO of Keep It Simple Websites ( She writes articles and tutorials for new computer users and articles about the IT job market.

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