Scott Technology Group

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Home > Electronic Document Management Solutions > North Bay > Client Needs Assessment

		Hello and thank you for visiting our website. This preliminary needs assessment gives our team a focus on establishing and utilizing a best practice approach in the design and implementation of a document management solution within your environment. I am Scott Technology Group's Director of Electronic Document Management and I will be in touch with you within the next 3 business days. Thank you, Brent Holden

Company Profile

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Needs Assessment

1. Do you have specific interests for managing your files electronically rather than paper based? Some benefits for consideration:
• Recover lost files • Forms Processing • For purposes of document security • For purposes of disaster recovery •Electronic file distribution • Retrieve files without leaving your desk • Eliminate off-site storage	• Share documents with more than one user at a time •Share documents through remote access • Reduce real estate for hard copy storage • Retrieve documents in a guaranteed amount of time • Reduce storage media costs, such as folders, cabinets, & labels, etc.

2. Are you currently scanning your documents?

Yes (please explain the application currently in use below)
No

3. Population Survey: How much paper is involved. Is there a backlog of paper to be digitized?

Volume identifiers:1 cubic foot standard sized storage box equals approximately 2500 pages. Stacked paper averages 200 pages per inch. For filling cabinets, measure the depth of the drawer and multiply the total inches by 150 and that should give you an estimate (Example is 21"x150=3,150 pages per drawer).

Yes (please enter estimation below)
No backfile conversion necessary

pages estimated

Please note: This question is intended to guide us in suggesting the right system for your needs. If you are unsure, please simply estimate to the best of your ability.

4. Approximately how many paper documents will be added day forward to the document management system on a weekly basis?

100 pages or less
101-500 pages
501-1000 pages
1001-2000 pages
2000 pages or greater

Please note: This question is intended to guide us in suggesting the right system for your needs. If you are unsure, please simply estimate to the best of your ability.

5. How are you physically archiving your current paper documents? Please explain:

6. Do you currently have a scanner, or other input device, for your document management system?

No - We do not currently have an input device
Yes - We have a typical office scanner
Yes - We have a network compatible copier/scanner
Yes - We have a high speed document scanner
Yes - Other (please specify):

7. Do you need to create searchable images (OCR) to retrieve your documents by key words?

Yes
No
I don't know

Note: OCR processing is the computer software’s best effort to interpret the text on a scanned image. The text is made available in the retrieval product for searching, as you would perform a word search on the Internet.

8. How many users will need access to the document imaging system?

1-4
5-9
10-24
25-49
50-99
100 or more (please enter exact amount):

9. Do you have offices or employees that will need remote access via internet/intranet/LAN/WAN to the document management system?

Yes, we have employees outside our main office that will need access
No, only employees working in our main location will use the system
I don't know

10. What is your buying timeframe for this document management system?

ASAP
2-3 months
4-6 months
6 months or longer

11. How would you best classify your business or organization?

Small to mid-size business (1-500 employees)
Large business (500+ employees)
Government agency (Federal, State or Local)
Educational institution (Public or Private)
Non-profit organization
Other (please specify):

12. What, if any, database products does your company currently use?

None currently
Not sure
DB2
Microsoft SQL Server
Oracle
Sybase
Other (please specify):

Please note any other considerations you would like us to be aware of relating to your interest in this type of system.

Scott Technology Group | 100 Professional Center Drive | Rohnert Park, California 94928
TEL: 707.584.3995 | FAX: 707.584.3915 | info@scottsoffice.com