Scan/Document Management Solution

[SamHeald]

I'm currently in the process of looking for a scan/document management solution. At the moment the scanning done by staff is a long and daunting process and I'm actively looking for a way to quicken the process of filing etc to be more productive.

 

I've started looking for a possible software solution to aid, possibly with smart algorithms that would scan a document for keywords and then file away the resource automatically without human intervention. A software solution that integrates with google drive would be even better.

 

Has anyone got any good recommendations in regards to approach or software that would be worth investigation? There must be solutions in place within other schools that do a large amount of scanning?

[TwistedHelixis]

Many years ago I worked for canon who sold high speed scanners and document scanning software. It could scan thousands of pages i no time and convert all the pages in to OCR and add indexes etc and that was about 10 years ago so they must have lots of options out now.

[mrwoberts]

Hi Sam

 

If your copier can email the document to the person using it then you could create a filter in Google Mail to do lots of things with it, including file it in a Scanned folder.

Note, some older copiers don't seem to work with Googles OAuth2 requirements, but I'm sure there is a workaround.

Alternatively, if the copier is purely scanning to a single shared folder, then is it possible to configure the copier to prefix/suffix the file name to include the username, then on the server, could you get an automated filing script working based on the username... I guess you could even get the server to email it to the member of staff?

 

Just my random Monday morning thoughts. Okay, technically it isn't morning anymore, but it's been a slow one :-)

[markberry]

We use a product called M-Store. It is designed for schools so all the virtual filing cabinets match the processes within schools. It also has all of the Document Retentions setup for each area as is defined by the Information and Records Management Society.

 

As for smart scanning, you can print barcode stickers which are based on either student UPN or staff payroll number. You can then scan a large number of documents at once, having them automatically filed under the correct member of staff or student.

 

It also meets all the legal requirements for document storage meaning you are allowed to officially shred any paper copies and can legally rely on the digital copy.

[SamHeald]

Thanks everyone for your comments. All useful comments especially the M-Store suggestion

[tp2]

Alto digital has some good solutions. They have developed scanning of various forms to import into SIMS...such as data collection. Altodigital | Solutions | Document Management One of the document management solutions they resell is 'Therefore' by Cannon.

[Esteban_Child_of_the_Sun]

my answer to this forum post is also a possibility.

[psydii]

These guys would be happy to build a bespoke solution.. Paper River - Home Page

 

a reasonable four figure sum would probably get you a system that identified students off the paper, pulled details from the MIS and then wrote the scan out to a folder structure based on the MIS ID/Student name + any other details you needed.

 

They'd be even happier if they could then sell it to others

 

You might also consider: Swordfish

A three step guide to getting it right with Electronic Document Management | Capita SIMS

 

Currently we use the product linked to by ECotS, and perhaps it is our reseller, but I find their product full of promise, but lacking in enhancements.

[round2it]

m-store here from arena

 

Does what you need