Just started using a hosted Document management system..
imagesilo from
http://www.infostorerecords.com/
Infostore came in and picked up our 24 odd file cabinets of documents, scanned and indexed them and we access through a web browser. the downside is the client requires IE for the plugin.. the upside is I don't need to worry about managing the system.
Funny how people think the document management system can run processes for them..
Takes less than 5 minutes to teach a user how the system works. search, retrieval, mark-up, and indexing new documents.
While it cost about $20K to scan and index all those documents, and the bill I received this month for our storage cost for scanned images was under $50.00 it's pretty inexpensive by comparison to other solutions.
No being nickle and dimed to death with licensing for each user, view only, view and change, or view and scan BS to run up the price for every user added. with the hosted solution I am not limited by user license, I just login to the management interface and add auser and set their permissions as to what they are allowed to do.
One of the big players we looked at was
OnBase which came out to $60,000.00 for JUST the licensing / maintenance fees of the software. I would still need a server with storage (another $ 10K ?) and the backfile conversion and document indexing would need to be done, either in-house or by an outsourced firm. we already know the backfile cost $20k so OnBase would have been $60K + $10K + $20K =
$90K Just to implement !! OnBase was also a much more confusing an interface... tech Support/ Maintainance for OnBase was $7,500.00 a year. OnBase also charges User license fees per user. Even at $100.00 a month for my hosted solution it will take a long time before I can hit $7,500 in fees for a year.
I was never a fan of using ASP's (application service providers) before, but this particular project just fit. The cost difference alone moved it from a dead project (to expensive to implement) to a functional project with all docs scanned and online in a 3 month time frame. If I decide to pull it in house I can buy a license to the software get my server hardware, and move all my images and metadata from the hosting provider and bring the same system in-house.
Are you in need of any lightly used files cabinets ? we have a special running on them right now. Buy five and you get the sixth one free....
