We
would like to know your current
filing system
1. The documents you
desire to capture are currently
referred to within your organization
as (i.e. "Signature files",
"Contracts", "Personal
Records", etc.): |
|
2.
What department is in charge
of these documents? |
|
3.
For questions we should contact |
|
Title |
|
4.
What is the typical size of
the pages to be captured?
If different sizes, what percentage
of each? |
8 1/2"
x 11" |
|
8 1/2"
x 14" |
|
14"
x 17" |
|
Other large
documents(i.e. Engineering
docs, etc.) |
|
Other small
documents(i.e. checks, stubs,
etc.) |
|
5.
What is the approximate percentage
of duplex
(print on both sides) pages? |
|
6.
Please describe in your own
words how the documents are
currently structured.
For example: "multipage
folder containing...in...order...indexed
by...", etc. |
|
7.
The documents are stored as
follows (if necessary, measure
it in terms of linear feet,
storage boxes, etc.) |
Paper |
|
Microfilm |
|
Other |
|
8.
The estimated average number
of pages per folder (document)
is: |
Pages. |
9.
If color images are required
in color, please enter estimated
percentage of total: |
. |
10.
If photographs are required
in grayscale (photomode, fair
quality), please enter estimated
percentage of total: |
. |
|
11.
Special Handeling: |
Do
documents need to be restapled? |
|
Restore
exact original stapling device
(staple, clip, rubber band,
etc)? |
|
Will
some documents be marked "Not
to be scanned"
but require restoration in
original sequence? |
|
Will
some pages be marked "Not
to be scanned"
but require restoration in
original sequence? |
|
Now
lets talk about Electronic Filing
1. Typically, a number
of documents must be readily
available for fast retrieval.
This is referred to as the "on-line
segment". It may be measured
in number of pages, or in terms
of last 'n' months or years
of capture. |
Estimated
size of the on-line segment |
|
2.
Please estimate the number
of networked users likely
to be accessing these electronic
records at the same time: |
|
3.
An "index field"
is any data related to a document,
that might be possibly used
in the future to help retrieve
taht document. Please indicate
which fields you would like
to use for this purpose: |
| Approximate
lengths (in characters/digits)
of main index fields: |
|
|
4.
Please explain the degree
of difficulty in locating
the above indexes off your
documents, i.e. "easy,
always on first page",
"easy, on folder's label",
"tricky, it may be anywhere
on the document", etc.: |
|
5.
Average number of new (ongoing)
pages to be captured: |
|
Daily |
|
Monthly |
|
Yearly |
|
Approximate
yearly growth rate |
% |
6.
What is your best estimate
of retrieval requests per
day for visual (on-screen)
inspection only, no hard copies? |
|
Screen requests
per day. |
7.
What is your best estimate
of retrieval requests per
day for hard copy reproduction
(typically on laser printers)? |
|
copy requests
per day. |
8.
Is there a database available
anywhere in your organization
that may contain some or all
the indexes to be used for
these documents? |
|
9.
The budget for the project
has been approved? |
|
10.
You expect to start the project
in about |
Months. |
Comments |
|
| *
Required |
