Document Management Software

[lorenrupe]

We are looking to partner with a Document Management Software vendor and I was just wondering what Systems that techs were using here and if they would recommend one or not recommend one! I am looking for something that is fairly easy to install set up and use and that we can sell with out costing the customer an arm & a leg!

[KenB]

Which brand(s) of MFPs do you sell?

Typically, most MFP manufacturers offer entry to mid-level DM solutions which may be available to you.

There are several advantages in selling these products:

1). Getting certified is easier than it is with a different vendor.

2). The DM products integrate more closely with your MFPs.

3). The profits margins are normally higher (always a crowd pleaser with your management).

4). A lot of these products offer connectors to existing larger, more robust, enterprise wide solutions.

[tmaged]

The best & most economical is KyoCapture Express. Since you're a Kyocera dealer already, you know what the cost is. Include it with the lease of the MFP and it's not much over 60 months. We also use www.sentryfile.com as the back end software with KyoCapture. I do the installs so let me know if you have any questions.

[lorenrupe]

We are a Copystar dealer, and Kyocera does have KYOcapture but it is for routing the documents and not storing? Although I have not looked into much on it as it seemed very expensive and complicated!

[Montana Tech]

We've been looking at options for DM as well. Had presentations on DocRecord and Doculex, and will probably go with the latter.

I was at a Kyocera dealer when Kyocapture first came out. At that time it really didn't suit the SMB market as we have here. I'm not familiar with the Express version though.

[lorenrupe]

Thanks I will check out Doculex and see what it looks like! I couldnt help from notice your screen name as that is where my son is going to school right now! Did you graduate from there?

[Montana Tech]

*chuckles*

I didn't realize the connection to Montana Tech till after I created this account. Then wondered if/when anyone would notice it. I didn't go there myself though. Got my degree down in Missouri.

Another DM I've looked at is Ecopy. They have monthly technical webcasts that you can check out. There's one next Thursday, Jan. 28th at 11 EST. And if you call Doculex I'm sure they'd set up a Webinar demo for you.

[lorenrupe]

Montana Tech

Oh, sorry sometimes I guess I am a little slow! I get it now! lol

[mansart]

Loren,

I think I recall you said you were taking on Sharp? If this is the case you should look at Info Dynamics

They have a very cool product that integrates with the Sharp machine and Quickbooks. Essentially turning Quickbooks into an entry level doc management solution

[nmfaxman]

A well thought out file system saves money. Windows can do a file search if you know how. Basic computer knowledge is all you need.

[lorenrupe]

My IT Director has been telling me that we just need to learn more about Sharepoint which comes with Windows and then we could set it up ouselves! That is one of the reasons we still our not using a Document Management Software!

[mansart]

Sharepoint is highly customizable, so although it is included it requires a lot of customization to fit the client. So a doc. management system is like a pre fab home, and Sharepoint more like a custom built home

Info Dynamics also has connectors for Sharepoint

[KenB]

Are you looking to sell a DM product, or use one in house?

Your last post implies the latter.

[lorenrupe]

No we are looking to sell a DM product. In house our IT has set up a good file structure but one of our customers called to set up a meeting to talk about document storage as well as new machines so I am just trying to do some last minute research before our meeting. What I ment on my last post was if we were Sharepoint experts we could charge the customer to set up a custom storage and retrieval system without having to buy one so we could make a bigger profit margin!

[unisys12]

No we are looking to sell a DM product. In house our IT has set up a good file structure but one of our customers called to set up a meeting to talk about document storage as well as new machines so I am just trying to do some last minute research before our meeting. What I ment on my last post was if we were Sharepoint experts we could charge the customer to set up a custom storage and retrieval system without having to buy one so we could make a bigger profit margin!

My take exactly! I threw this out to on our owners and he kicked back a day or two later saying that it was too expensive. Now, if you have a client that is running say 2003 or 08 server and they are not using Share Point (which comes as part of the server package), then you might be able to get your foot in the door by configuring it for them. That is if you have experience in setting up Share Point. Also, if your client is running 03 or 08 server, to any great degree, they probably already have a IT dept or dedicated IT staffing somewhere else and they might not take kindly to the idea of copier company coming into their network and meddling with things.

Although there are really some cool products out there, I have found that after talking with most people, what they really want is cetralized storage of documents. Their eyes start glazing over when you begin your speech about how using this software to tie into this and how then you can access it though a software program they already use.... ya ya ya...

For three or four hundred bucks, you can install a NAS (Network Attached Storage, check Tiger Direct for prices... Desktop Network Storage Enclosure at TigerDirect.com ) that has plenty of space for most any business. Treat it like a server by simply setting up users on the NAS, then point a scan to folder destination to that users folder on the NAS. Do this for each user. This is what I did at our shop. I have a copy of eCopy Paperworks at each workstation and have it set to monitor their folder. This way, if the sales person want one of our owners to see something that's not of Rushed Importance, they simply scan it to his folder. When he sits down at his desk, there will be an icon and ballon waiting there to let him know that he has a new document in his folder. He clicks the balloon and the scan in-box opens and there it is.

I would say that if an office does not have more than 5 to sometimes 10 people scanning, then they really don't need a full blown Document Management Solution. And this is where I tend to make my own rules too, cause I call DigiDocFlow or eCopy ShareScan "Document Management Solution" or "scanning solutions". When you start talking about DocuLex, Interwoven, Worldox, etc... those are what I refer as ECM's or "Enterprise Content Managment solutions".

I would have a nice long sit down with your client and find out exactly what they want to do before you pledge your dealership to a ECM company. Most require that you send at least one tech to their class and that can be very costly. I know eCopys class is a couple grand, you pay your own travel, lodging and food. Plus you have to agree to purchase at least one full blown Share Scan Suite, which is another 4 grand or so. Hince why I went to the Ricoh class.