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Paperless and Record Management

 
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Hello,

In our organization we have a paper based communication system (with simple DOS based records management software).

Now company has asked me to design and code a Paperless system which also supports paper based communications.

There are huge differences between two types of communication. (many flows, database and class differences etc., actions, ...)

1- Now I will appereciate if someone which has experience on such systems can tell me if it is better two have two separate systems again (which use some common tables and some separate ones) or to design a single system which handles both types of communications.

2- Also are there such softwares in market which I can see some small detils about it.

3- And finally are there such paper based communication systems in US and Canada? What kind of softwares (examples appereciated) are being used to keep records of those paper communications? (I really appereciate if you can name a software).

By the way ur NGO does not have enough budget to (orperhaps does not want) buy a ready made system.

Regards,
Mac
 
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You might want to consider IBM Lotus Domino/Lotus Notes for this task.
 
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I have this fantasy about workflow systems where what gets passed from one worker to the next is the electronic equivalent of a 3x5 Task Card. It contains a brief description of the next task and "Document Numbers" for the documents you need to do the task. Some of those documents might be electronic, in which case the system that receives the 3x5 card can also retrieve and display the documents. Some of the documents might be paper, so the worker who gets the task will have to go fetch the documents themselves.

Users might hit a "get next" button to get the next Task Card in their electronic queue, or they might pull a paper document from their paper queue with a document number. In the latter case they'd have to retrieve the Task Card via a search by doc number. When someone completes one task they might route the Task Card or document to someone else, or call the job done and throw it away.

It's important (to me) that the workflow subsystem only know about 3x5 cards, not any kind of documents. It's up to a client system to retrieve the card and interpret the document numbers.

Any of those ideas help?

BTW: The only paperless environment I've ever seen is Star Trek TNG.
[ November 07, 2004: Message edited by: Stan James ]
 
Siamak Saarmann
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Stan

Thank you and yes. It gave me some ideas

Regards,
Mac
 
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