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The Archetype scanning module can be used to scan paper documents and to store them in the Archetype document registers.
Since the scanning process is fully integrated with other Archetype modules e.g. mail book, project register, letter, fax and document registers, task lists, etc. ArcheScan simplifies the whole process of scanning, reading, circulating, filing and eventual archiving of all incoming paper documents.
Some scanners offer the option to email scanned documents. This simply changes one problem into another since you probably already have a problem in managing your emails and associated attachments. Issues such as who else should read the document (forwarding the email may mean multiple copies of the email and attachments), where should it be filed so that it can be located when necessary, etc. are not addressed. With Archetype the distribution, filing and finding the document are all integrated into a simple process.
Scanning Incoming Mail:
Incoming mail can be scanned and allocated to any member(s) of staff. The item is then recorded in the document registers (e.g. the incoming letter register and the mail book from where it can be accessed) and is also added as a task to the staff member(s) task list from where it can be viewed and circulated to other staff members.
Scan, distribute and file process:
There is only one copy of the document and, if it is annotated, everyone will see the annotations.
The image below shows the incoming letter register for a project. Selecting the Open button on the left of a document will open the scanned document and allow viewing, zooming, panning and mark up of the document.
Thomas James
Copyright © 2006