When you file a lot of documents (the word “a lot” kept vague as it’s
relative) one of the hardest things is FINDING the documents you have
Whether you put paper documents in traditional folders or metal
cabinets or you save documents to a central file server, do you know
where you filed the memo that’s 4 months old or 4 years old. Can the
new employee easily find the document in your maze of filing cabinets
or dozens (or hundreds) of folders on your file server?
Using a free desktop search tool from Google, Microsoft or Yahoo can
help find documents on file servers but documents stored in filing
cabinets can get lost if not filed meticulously.
A document manage tools can help you not only find documents, but
help you find them quickly. Instead of flipping through folders and
folders of files you can search for a document based on attributes your
define, such as last name, contract number, and other things. Right
from your desk you can then see the document on your screen, or print
A document management solution is something that every business
should at least look into, especially paper intensive businesses.
For those who already have a documents, you’re journey into becoming
a digital environment will be different than those who are starting
fresh, as you’ll have to spend time scanning, tagging and indexing your
documents into the document system.
“The sheer volume of documents circulated on a daily basis is
forcing businesses to reassess their enterprise content management
needs,” said David Smith, vice president, DocuShare Business Unit,
Xerox Corporation. “The DocuShare Virtual Filing System, a one stop ECM
shop, provides the analysis, tools and training to effectively
transform large volumes of paper documents into digital format –
opening the door to a more productive workplace and significant
John Gonzales, director of product management for Xerox’s DocuShare
Business Unit helps us understand more about Xerox DocuShare in the
I’m sure costs will vary from customer to customer but can you give us a sense of the costs one could expect
The entry-level package of Virtual Filing System is priced to sell
between $50,000 and $60,000. This package is all-inclusive, and
provides DocuShare licenses, a high-speed scanner, a complete capture
software solution, and a roster of Professional Services for analysis,
installation, configuration, and training. A midsized company may be
the most likely customer for this offering because they have often
accumulated significant paper files, but many smaller companies of 50
employees or less are also challenged by paper overload.
What are some average implementation scenarios?
The Virtual Filing System is designed so that a company is
completely set up within about two weeks with a digital Filing System
customized to their business and documents. The Professional Services
package includes two days off-site and five days at the customer site
to perform the required analysis and implementation. The team analyzes
the company’s current filing system and structure, sets up a customized
scanning system, and DocuShare “file cabinet,” and trains company
employees how to use the solution to scan in, organize, and retrieve
their documents. The customer is then ready to scan in legacy files.
After accomplishing this conversion from paper to digital filing, the
company will have a fully indexed and organized document repository,
along with means to quickly search, view, and share those documents.
The Professional Services also sets the customer up for “day-forward” scanning of documents on a day-to-day basis.