ECM Survey Questionnaire

Concerned of the inability and compliance of finding hard copies of documents on demand. * Concerned of the inability and compliance of finding hard copies of documents on demand. * Due to misfiling Due to document being checked out Due to document loss Due to document theft All of the above

Annoyed that approval processes are not followed as per corporate policy. * Annoyed that approval processes are not followed as per corporate policy. * No business process in place Lack of understanding of business process by employees Break in business process as there is no escalation in place Timing of process is causing loss of customer confidence All of the above

Nervous if a disaster occurs and the corporation looses all their customer, financial and internal documentation. * Nervous if a disaster occurs and the corporation looses all their customer, financial and internal d * Yes No Frustrated by employee productivity due to * Frustrated by employee productivity due to * Time spent filing and searching for information Document processing is cumbersome Photocopying and faxing documents from external devices Awaiting for approvals Work duplication All of the above Embarrassed that projects are not deployed within the budgetary costs and timelines. * Embarrassed that projects are not deployed within the budgetary costs and timelines. * Collaboration issues No central control tool Business process issues All of the above

Anxious about the implementation and complexity of an ECM strategy. * Anxious about the implementation and complexity of an ECM strategy. * Due to no in-house expertise Cost of deployment Adoption by end users All of the above Uninformed how electronic collaboration works. * Uninformed how electronic collaboration works. * As a business process Within applications already in use internally As a B2B and B2C tool All of the above

Solution Questions

Scanning Volumes

What document types will you be scanning, and what size are they?

Can you please advise the following details for each document type, (example are attached)

Document #	Document name	Volumes of pages per month	Paper size (legal, letter, A4, etc.)	Colour or Black & White	Single sided or both side scan
Example	Student Entry Form	5,000	Letter	B&W	Single
Paper 1 *	Paper1-Document Name *	Paper1-Volume *	Paper1-Paper Size *	Paper1-Color *	Paper1-Sides *
Paper 2	Paper2-Document Name	Paper2-Volume	Paper2-Paper Size	Paper2-Color	Paper2-Sides
Paper 3	Paper3-Document Name	Paper3-Volume	Paper3-Paper Size	Paper3-Color	Paper3-Sides
Paper 4	Paper4-Document Name	Paper4-Volume	Paper4-Paper Size	Paper4-Color	Paper4-Sides
Paper 5	Paper5-Document Name	Paper5-Volume	Paper5-Paper Size	Paper5-Color	Paper5-Sides

We need a summary of each paper type and volumes, please adjust these example as appropriate and add other documents that will be captured.

This is needed so we can determine the appropriate scanner types, capture speeds, and long term storage requirements.

Hours of Image Capture

How many hours daily and over what time period will the documents be inputted into the system?
We need to know this to understand what type of scannersm index stations, and backup/clean up tools will be required to achieve your daily capture within your company service levels. *

Centralized or Decentralized

Do you intend centralized or decentralized document capture? For example, will all documents be sent to one location for scanning or scanned from several remote locations. *

Future Growth Trends

What trends do you envisage with your future scanning needs *

Consider factors such as

Do you wish to back file existing older documents, if yes how many folders and pages and over what time period? *

Back File Capture Assistance

Do you want to subcontract the back file conversion services or would you want to do this in-house with your staff? *

Number of Users

What number of concurrent users do you foresee using the Content Management System? *

Day one to first six months	What number of concurrent users do you foresee using the Content Management system? 1-180 *
Six months to 365 days	What number of concurrent users do you foresee using the Content Management system? 180-365 *
365 days to end of year two	What number of concurrent users do you foresee using the Content Management system? 365-2 *

Access to View and Re-Print Process

How many requests for retrieve/view, print, fax and emails per day in total? *

Online GUI Viewing
Number of pages reviewed online per day in total	Number of pages reviewed online per day in total *
Number of pages printed per day in total	Number of pages printed per day in total *
Faxing
Number of pages faxed per day in total	Number of pages faxed per day in total *
Additionally, if the processes enable, would you like incoming faxes to be directly stored into the archive system?
If yes, how many incoming pages per day	If yes how many incoming pages per day *
Email
Number of pages emailed per day in total	Number of pages emailed per day in total *
What is your email tool (ie Exchange/Lotus)	What is your email tool, (ie Exchange / Lotus) *

Consumer and Customer Access to Images

Do you want your customers to have on-line access to archived images?

If so, please approximate the number of users and how frequently they will access the images i.e. daily, weekly, or monthly. *

Server Operating Systems

What is the Content Management Server operating system that you use/prefer? For example, AIX, OS/400, Windows. *

Desktop Operating Systems

What is the Content Manager client desktop operating system that you use/prefer? For example, Win 2000, 2003, XP or Vista. *

Internet Client

What web interface do you use for example Internet Explorer, Netscape, Firefox, Mozilla, Chrome, etc. *

Client Workload

The stress on the system is calculated by multiplying the number of clients by the number of actions they perform during the peak workload hour. By answering these questions, we will calculate the number searches, retrives and processing actions ned to be performed during the peak hour to support your business. *

Client Workload	Web	LAN
How many Web clients and LAN clients do you expect to be logged on during your heaviest use 'peak' hour?	How many Web clients and LAN clients do you expect to be logged on during your heaviest use - Web, C *	How many Web clients and LAN clients do you expect to be logged on during your heaviest use - LAN *
How many times during the 'peak' hour do you expect a client to
- Conduct a search	Conduct a Search: - Web *	Conduct a Search: - LAN *
- Retrieve a document	Retrieve a document - Web *	Retrieve a document - LAN *
- Update a document or folder (Reindex or modify)	Update a document or folder (Reindex or modify) - Web *	Update a document or folder (Reindex or modify) - LAN *
- Open a folder	Open a folder - Web *	Open a folder - LAN *
- Add an item to a folder	Add an item to a folder - Web *	Add an item to a folder - LAN *
- Start or advance a document or folder through a process	Start or advance a document or folder through a process - Web *	Start or advance a document or folder through a process - LAN *

Client Access

Will the users require access to the images via a browser client, Windows client or a mixture of both (please state approximate numbers if split). *

Workflow Requirements

Do you wish to utilize Workflow (Document Routing) in stage one? If yes, what processes? *

Workflow Line of Business Integration

Do you wish to integrate the Image system with your line of business systems? If yes, what applications do you wish to integrate with the Image system? *

We look forward to the answers to these questions so we can assist with the answers to this assessment. *

First Name *	First Name *	Last Name *	Last Name *
Email *	Email *	Phone *	Phone *
Company Name *	Company Name *	Join Mailing List	Add to the Mailing List yes

Please ensure you complete all required fields. You will be returned to the top of the form if there are any missing entries.

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