Installation Overview
Considerations for the implementation of the Document Imaging module.
- Decide which document types you are going to start with. For example, you could start by imaging just A/P invoices or several different document types.
- Plan the disk space required. It is difficult to predict exactly how much disk space will be required to store documents. A rough estimate is that 10 gigabytes of disk space will replace between 9 and 16 4-drawer file cabinets. The actual numbers depend on the scanning quality (fax or photocopy), the specific type of documents (in other words, how much information is on the screen), and how many documents you have in the filing cabinets.
- Make sure you have adequate backup procedures. Also, it is absolutely essential that you back up the disk nightly.
- Consider periodic off-line permanent backup. You may wish to back up your documents on a permanent media such as CD-ROM or DVD on a periodic basis (for example, every month). This provides an additional degree of security as well as copies of the document which physically cannot be erased or modified.
- If you have multiple companies, decide whether you want to keep image files for these companies in separate directories or in the same directories. If you may want to restrict access by company based on network security, then you should store image files in separate directories for each company.
- Decide whether you want to keep separate images in different drawers or cabinet in separate directories. If you're not sure, you can accept the default, which is to use the cabinet and drawer names for the names of the image file subdirectories.
