Document Scanning in Synergy

Document Scanning in Synergy Briefly Explained

Synergy includes a Document Repository system. The repository can hold nearly any kind of content including Microsoft Office files, PDF files, images, e-mails, etc. Content can be cross-referenced to other objects in the greater Synergy database: customers, partners, projects, items, associates, etc. This cross-reference data is called “metadata”. Content is also classified into a 3-level category system.

One method of putting content into the repository is through scanning a document. As part of the scanning process, a user can indicate the categories to be used as well as any other metadata points they wish, to facilitate later retrieval. Some scanners allow the user to choose the categories and metadata on a scanner input screen. This method works well for uploading small numbers of documents. Other scanners need to have a cover sheet created with bar coded information about the categories and metadata. This latter method works well for “mass uploading” of large numbers of documents.

In order to effectively scan documents into Synergy, the categories need to be defined and set up first. Any other metadata to be used must also exist in the database. If bar coded cover sheets are going to be used, the bar code software also requires some additional setup. Once this preparatory work is done, cover sheets can be printed as needed and inter-leaved with the documents to be scanned. Then scanning of large numbers of documents can be accomplished rather quickly.

When a business department or unit wishes to begin scanning content into the system they need to give some thought to the kinds of content to be uploaded. Specifically they need to:

List out the kinds of documents
Determine the taxonomy, or categories, to be used
Determine the kinds of metadata to be used
Determine if the metadata is mandatory or optional
Determine the security levels needed (this will control who can retrieve and view a document)
Determine if different kinds of documents need to be shared for editing purposes
Determine if only certain individuals can create specific kinds of documents
If metadata is to be used, determine if there are limits that need to be considered (e.g. document type “A” can only be cross-referenced to an active associate as opposed to an inactive associate, or document type “B” can only be cross-referenced to a specific project)
Determine who is going to perform the actual scanning, especially for mass uploading

Once the above items are considered, a plan can be created that will determine the steps needed to prepare Synergy, set up the bar code software, and organize the documents to be scanned.