Document Management Software and Hardware

Software
According to Nucleus Research, 83% of companies saw a positive ROI from investing in document management software.   With that being said, it is important to select the best software for your company.

There are many different types of software options available. Some points to consider are:

  • Ease of use
  • Security
  • How long to implement
  • Growth potential—i.e. will it be able to grow with your company

Multiple other points can be mentioned, but these are four main points to consider. One way to be able to decipher if the software program you are looking at is right for your company is to test it out. Ask for a demo – what better way to decide if it is easy to use than actually trying it out?

When looking at the ease of use, remember to take into account that your employees will need to be trained on the software. Ask how long the training process will be. Take into account how long the training process should be, and factor that into your budget. You will be paying your employees to work, and they will be losing time on other projects for the duration of the training process.

When it comes to security, you may need to adhere to regulations enforced by HIPPA or Sarbanes-Oxley. This could be the deciding factor for the best type of software option for you. Talk with your vendor about any security risks that need to be addressed, and they will be able to point you in the right direction.

Hardware
Depending on the route you take (client-server or API) will determine what hardware you will need. If you are going to go the client-server based path, you will need a server to act as your document management software hub. For both applications, if you are converting paper files into electronic files, you will need a scanner.

If you do need a server, ask your vendor what servers work best with the software you are looking into. More times than not they will be able to set you up directly with the server, or at least point you in the right direction. No matter how you get hooked up with your server, make sure you know exactly how much RAM, hard drive space, and the processor speed you will need.

Although finding a scanner may seem easy, there are many types of scanners on the market, and you should decide on what attributes you need before purchasing. For instance, if you want your documents to be easily retrieved once in the system, an optical character recognition, or OCR will be a requirement. OCRs are usually higher-quality scanners and can be a little higher priced.

Your paper volume is also a factor in choosing a scanner. If you have thousands of papers that need to be scanned, you may need a scanner that can scan faster—again costing more. Below is a chart to help you better understand the price ranges for scanners.

Pages Per Minute
Cost
150
$40,000+
40
$900+
20
$300+

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