Digitizing Office Advice

[divito]

Since this discussion and inquiry span several subtopics, I figured I'd make a general post to cover it.

The business I work for is contemplating digitizing all existing paper records, and constructing a paperless workflow going forward. I've helped small businesses in the past through my computer business digitize and go paperless, but their needs were fairly rudimentary in comparison. 

Having done cursory research in the past and currently, the space is littered with a ridiculous amount of options, and all have varied scopes. I'm mainly looking for other users who might have experience or suggestions on scanners, DMS, and other advice in approaching this at a larger scale. 

The amount of existing files to begin digitizing is rather large, so a robust, competent scanner that is quick would be helpful; the scope of structure and categories for the scanned items will also be extensive. I imagine I'll be doing a large portion of setup and digitizing, but there are 3-4 people who work in the office and their technical prowess is woefully inadequate. So a management system that is ridiculously easy to use and can be automated to an extent is paramount.

We don't currently have a server for the office; any digitized files that are used in the office mainly live on flash storage and the office manager's workstation; sharing between office workers is rare and are usually just emailed. Whether the scanner lives with a workstation + a NAS for backup, or we centralize things to a separate server, will mostly depend on the scanner/DMS choices and their capabilities. Accessing from cloud and/or mobile is not necessary, though a secure cloud backup might be something to look into afterwards.

Any advice or suggestions would be appreciated. Thanks.

[Radium_Angel]

Get a Xerox WorkCentre or AltaLink (something that scans to .pdf) and scan the documents to an inbox, then download/rename .pdf to something that makes sense, then move file to NAS in an orderly file/folder fashion that everyone can agree on. Put documents in storage box and store offsite for 1-5 years (budget dsepending) and if the office is good with the digital files, destroy the paper copies

[dkoudijs]

1 hour ago, Radium_Angel said:

Get a Xerox WorkCentre or AltaLink (something that scans to .pdf) and scan the documents to an inbox, then download/rename .pdf to something that makes sense, then move file to NAS in an orderly file/folder fashion that everyone can agree on. Put documents in storage box and store offsite for 1-5 years (budget dsepending) and if the office is good with the digital files, destroy the paper copies

I second the xerox workcentre. The software options is quite large for Xerox, so you have options and vendors you could work with. If you are going to rent a xerox the vendor will have either in house staff to offfer a solution or they would give you a contact if you ask. Really they will push the software almost out of the gate as they get a cut of the sale.