On Mon, Jun 18, 2012 at 7:50 PM, Frederic Grevin <[log in to unmask]> wrote:
> I really do not understand why you are bothering to convert "minor" documents. There isn't likely to be any
> economic basis for both acquiring a digital repository and performing a complete backfile conversion. Storing
> paper--- especially "minor" documents---is MUCH cheaper than performing a backfile conversion and setting up a
> repository for the digitised documents.

I totally agree with Fred's comments.  I keep hearing that storage is
cheap - that point is true.  But there is a cost to manage, backup and
migrate the documents.  To conduct a backfile conversion just because
your organization wants to go digital can be an expensive proposition.
 Before you decide to go down this path I would suggest you conduct a
return on investment (ROI) and determine whether it is truly worth the
effort.

Back to your original question - I would suggest before you start
looking at systems you define the requirements for what you are
seeking.  Once these are collected you can then compare the various
products against what you really are seeking.  Some areas to consider:

-  What functions/features are you looking for
-  What is your current technical architecture and how will the new
system fit into it
-  What hardware devices (scanners, printers, storage, etc) are going
to be used in conjunction with the system.
-  Are there any software products that the system needs to interface with
-  What are the performance and user expectations
-  Are you planning to migrate data/documents from a current repository
-  What type of technical support will needed for the system.
-  What are the “Long term” maintenance costs and requirements

This list isn't all inclusive but does provide you with a basis from
which to start.  Gathering requirements can be a challenging process
but the effort will save you pain and potential surprises down the
road.  As the mechanic in the old FRAM commercial use to say "You can
pay me now or pay me later."

Bruce White, CRM, PMP
Newtown Square, PA
e-mail: [log in to unmask]
LinkedIn:  http://www.linkedin.com/in/bblanco

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