1.

Our engineering company needs a document management software to manage all

our CAD drawings as well as limit who has rights to make revisions to the drawings.

What may be a suitable document management solution for our situation?

2. How do I prepare my business in case disaster strikes?

3. How are my documents captured?

4. How can I retrieve my documents?

5. Can I share my documents after they have been captured?

6. What is OCR conversion?

7. What is backfile conversion?

2. How could my company or organization benefit from using a document management system?

It can help you and your company be more efficient with your time which will save you money.
Document management systems can:

 capture, index, retrieve, edit, annotate and distribute paper, electronic documents and
images via a local area network (LAN), wide area network (WAN), fax, e-mail, printer, or
the internet
 link other software to your document management system for a customized solution
 and even distribute large amounts of information in a wide range of formats using CD or
DVD technology..

Document management is a way to easily manage your paper files electronically and create
more office space as well as saving time instead of spending precious minutes trying to find that
paper document. Paper documents are scanned in and made into an image file (such as .tif)
and filed electronically onto a computer storage hardware. You can easily retrieve, annotate,
index and archive these files.

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3. My company wants to manage its documents more effectively and is looking into a document
management system. Where do we begin and what do we look for?

1. First answer these questions:

o Why do you think you need a document management system?
o What will you use it for?
o Who will be in charge of it and maintain it?
o Where do you want it installed?
o How many people will need to use this?
2. Now do research to find out which document management system is best for you. While
choosing the product, keep in mind how many people you will want to have access to
the document management system and start writing a plan to implement this system.
Keep your plan simple. Save the bells and whistles until after you have the basic system
implemented.
3. In the meantime, get a needs analysis done by a document management VAR such as
Triangle Solutions Technology, LLC.
4. Once you know what system you will go with, refine your document management
implementation plan.
5. Install the system and make sure everyone who will use the system gets the proper
training. Learn the system inside and out.

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4. Our engineering company needs a document management software to manage all

our CAD drawings as well as limit who has rights to make revisions to the drawings. What may
be a suitable document management solution for our situation?

AutoEDMS, created by ACS Software, may be a good match for your needs. AutoEDMS is a
document management and workflow software that is tailored for those in the engineering,
manufacturing or utilities industries. To learn more about AutoEDMS click here.
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5. How do I prepare my business in case disaster strikes?

There are some things you can do that will help you in case disaster ever strikes your business
or organization. Ask yourself these questions:

 If disaster comes our way, what information or data is necessary for us to run this
organization or do our tasks?
 How important are your client and employee records, accounting and other company
information?
 How can we store this critical information so that we can 'proceed as normally possible'
even if disaster strikes our business?

Always back up this information onto another media source, one that may stay in the office, but
also onto a server that may be offsite or onto media that can be taken and stored offsite. One
thing you must plan is how often you will backup this information. Having a few different off-site
locations where this information is stored or backed up will help protect your time and financial
investments.

There are more items to consider as well…give us a call to help you decide how you should
prepare for disaster. Also view a white paper on Disaster Recovery.

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6. How are my documents captured?

Either through scanning in paper documents using a high-speed scanner or through sending the
document electronically via software application, email, or fax.

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7. How can I retrieve my documents?

By entering the index data or by doing a query based upon how you have the items indexed.

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8. Can I share my documents after they have been captured?

Yes, you can send these documents via email, fax, print them out, or even share documents via
internet/intranet access.

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9. What is OCR conversion?

OCR, Optical Character Recognition, is a technology where typed or printed documents can be
scanned as an electronic image. The characters can be recognized from the image and
translated into a text format such as ASCII. This can be done with documents where you may
only have the printed or paper copy but do not have an electronic copy. The U.S. Postal Service
uses OCR technology to process a lot of its mail. It is best to scan documents at a resolution of
300 dpi for the best character recognition.

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10. What is backfile conversion?

When a document management system is initially implemented, there is usually a lot of existing
documents and information. The scanning of these old documents or converting of data from
one format to a format accepted by the new document management system so they can be
stored and retrieved electronically is called backfile conversion.