Frequently Asked Questions:

Q1. How many documents can I store in my document management system?

A1. The number is virtually limitless because today's hard disk drives store a massive amount of data. The numbers are mind boggling but to give a rule of thumb estimate, you could store over 1 billion single sheet documents in the document management system. In reality, a much smaller capacity would suit most organizations.

Q2. How is my data secured against loss if my system "crashes"?

A2. CDDM implements a comprehensive disaster recovery plan for your business that provides you with protection against the loss of your data from:

  • Disk drive failure
  • Server hardware failure
  • Electrical power loss, surges and spikes
  • Accidental deletion of files
  • Operating system failure
  • Virus infection
  • Network intrusion

Q3. What type of internet connection do I need?

A3. Usually a DSL or cable broadband connection works well. Other high speed connections which will work are T1 or fractional T1.

Q4. How do I get my files onto a computer?

A4. This is achieved through several changes in the way you handle information.

  • Avoid creating paper documents at all, if possible.
  • Send and receive faxes directly from your file server.
  • Use email whenever possible.
  • Take files and documents with you when you leave the office on a laptop computer or access them remotely over the internet.
  • Use a high speed scanner which digitizes the images and creates Adobe Acrobat PDF files.

Q5. Do I still need a fax machine?

A5. Probably not. If you have a scanner to digitize your paper documents, it is possible to fax from the scanner.

Q6. What does broadband mean?

A6. A communications connection (to the internet) which transmits data at a higher speed than a dial-up connection. Usually, this connection is "always on".

Q7. Can I use my existing computers?

A7. Most computers that have been manufactured over the last four years can run desktop computing applications quite well if the computer has enough RAM. More important is the operating system which should be Windows XP Professional or Windows 2000 Professional.

Q8. Can I access my files when I am out of the office?

A8. CDDM can configure remote access software to give you access to your data while you are at home or on the road. Also, if you carry a laptop computer it can be configured to have a complete copy of your files so that you can access a copy of your data no matter where you are.

Q9. What's the short-term payback for my investment?

A9. You will see an immediate improvement in productivity because you will have immediate access to your documents. No longer will you have to hunt around the office for a file or a missing letter. All your documents will be accessible immediately using your desktop computer.

Q10. How will my staff learn this new way of handing documents?

A10. CDDM provided training for your staff not only in the document management system but also in Windows so that you can get the most out of your investment. Support can be given on-line over the internet to provide answers to questions.