Departmental Strategy

Individual departments should have an overall strategy for their document scanning and storage. This normally will involve some coordination with the IT Department (setup of department Google Drive sites, training and settings) or facilitating key things that will contribute to the success of the project.

ScanSnap Manager - personal scanners

Description
- Each person has a scanner and they manage document storage to their own Google Drive
- Equipment used can be either the ScanSnap xi500 or the HP 8600/8700 series printers
Pros
- Direct access to the scanner - normally on your own desk
- Documents go to your root drive of your personal Google Drive
Cons
- - Each document/picture/business card or receipt needs to be filed (same with all paperless strategies)
  - More expensive than the other options since each of the good scanners is $425

How do I s

ScanSnap Cloud - group scanner

- Description
  - Each group has a scanner and they manage document storage to their own Google Drive
  - Equipment used is the ScanSnap xi500 only

Pros
- - Scanner is connected wirelessly and can be placed anywhere there is power
  - Documents go to a ScanSnap directory in a shared Google Drive folder
  - Much less expensive
Cons
- - Each document/picture/business card or receipt needs to be filed (same with all paperless strategies)

Components:

- - Equipment Fujitsu ix500 desktop scanner - ScanSnap Manager
  - HP 8600/8700 printer/scanner - HP Scan

- Storage - Google Drive will be the storage location (not on individual Macs) and scanners will be linked directly to your Google Drive which has free unlimited storage capacity.

Strategy Description
- - Scanning takes place with the ScanSnap Manager that writes the scan locally, then automatically uploads the image to the root drive of Google Drive. Once it is uploaded, it will then need to be moved to the appropriate folder.
    - Scan to Google Drive (PDF)
    - Scan to Folder (PDF)
    - Pictures (JPG)
  - Desktop scanning of documents linked directly to Google Drive
  - Scanning to Searchable PDFs so content is included in the search of documents
  - Google Search will be used for document retrieval

Ideas for Scanning
- - Annual projects
  - Departmentally specific documents - meeting notes, written surveys, permission slips, etc.
    - Copyright materials - be mindful of music, books, workbooks, etc that are protected by copyright
  - Historic Documents - graduation, Christmas programs, Spelling Bees, Senior Talks, etc.
Key Paperless Systems - some SBA departments lend themselves to more paperwork that is scalable that others. Most notably Finance, Admissions and Guidance. These departments will have systems and processes that are different than above.