Re: OT:Document Mangement

sweller came up with the following;: 
Over the last year or so we've been archiving draw upon draw of the bank
of filing cabinets in the office by scanning them into PDF files.

Basically they're reports, correspondence, decisions, actions and the
like kept in traditional manilla document wallets or suspended files.

So, we now have stacks of individual PDFs grouped under broad headings
what's the best way of organising, managing and searching them?

I was thinking of some Access based approach but I'm not that good with
databases.

Can anyone suggest a method or suitable software?  Budget is up to £100
but preferably less.

Dunno if it'll help , and it sounds corny, but we simply used existing file structure and folders embedded within MS for our archiving.

ie, My Documents/Work/Supplier/Company Name/2001/Accounts

or My Documents/Work/Customer/Company Name/2004/Quotations

For instance The customer company folders were divided into Communications, Presentations, Quotations, Current Projects, Completed Projects, Orders, User Documentation and others that I can't recall. Everything relating to a specific project had it's own folder within the current. Then when a current project became an order, was delivered and finished it only needed the folder moving (and thus all it's contents) to the Completed folder. The orders folder was only used for one-off orders that weren't deemed worthy of being classed as projects, or were less than £10k value.

Effectively everything relating to a company, whether as a customer or a supplier to us was in that companys folder somewhere.

'On top' of all this were also many 'live' documents that related to specific managers, salesmen, technicians etc It was generally the documents author who decided, based upon company policy, when the live documents became archivable. The current projects 'archive' became necessary if a project exceeded £10k in value, for instance because then it was deemed that it would require more than a single salesman to manage and complete the project and other people needed to draw upon the information..

Biggest problem we found was getting someone who had the balls to sit down and actually make a decision on where a particular pdf / doc actually needed to go, then act upon that decision ;)

--
Paul ...
(8(|) Homer Rules ..... Doh !!! 

.

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