For Businesses, I suggest setting up the system via a structured method.
1st we setup a meeting to review the system and functions with the users.
Next, we identify where the files are stored, i.e. local disk, network, or cloud storage.
Then we discuss the scanners, backups, security, naming templates, portals, and use of the system.
A little bit of assistance at this point will make the transisition process easy and enjoyable.
Once you have decided that you would like to proceed:
We will liaise with the system users, to design the best solution. This includes:
Design, discuss and implement file directory templates.
Design, discuss and implement file name templates.
Design, discuss and implement control and management of user access.
Discuss how you can setup the system to assist in the directories for today's appointments.
I will obtain a list of the equipment we need to include in the design.
I will obtain a list of people responsible for the tasks. (specifically, the system administrator, who will be is in charge of the portal, and who will be in charge of the internal support.)
I will put together a list of which users require which software versions. (Note versions can be upgraded, if needed at a later time.)
I will setup a "System Map" that documents and "roadmaps" the system. This provides a tool that will assist the users in finding and managing the files, when it is all new to them. This way, the design standard is adhered to.
In under a few short days, the paperless management system will be rolled out, up and running. Your staff will be trained, and your system will be properly set-up. This will save you a great deal of time trying to figure out the system, and even more time in having to rework the setup once you understand how it should have been setup.
During the installation time, I will show the system administrator how to setup the directories, folders and templates. I will explain how the naming and file templates work, and assign the administrator the task of setting this all up. During that time, I will be installing software, making sure that the equipment communicates with the software, and that everything is running well. I will setup the company setup template, and show the administrator how to use that template to setup any new users on the system. Then I will test each installation to ensure that everyone's system is up and running smoothly. This also ensures that everything is done quickly and efficiently, with the least interuptions to your staff.