Re: Can I use Access (2007) for sorting scanned documents?

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I think I may have to create a table of 'Keywords' and link this to the
document table. Someone will have to go into this table on a subform for
each document and create keywords or tags to describe the document. Then
later they can look for all documents with that tag.
Or maybe a TreeView of the Explorer path from Windows..? I haven't tried
this before, and the folder structure could get pretty deep...

"John W. Vinson" <jvinson@xxxxxxxxxxxxxxxxxxxxxxxxxx> wrote in message
news:uvopv3hbdot6otda3sp1tu057ocb0vvt6p@xxxxxxxxxx
On Wed, 9 Apr 2008 09:52:07 -0500, "M Skabialka"
<mskabialka@xxxxxxxxxxxxx>
wrote:

Actually I haven't scanned the documents yet, one of our departments has
these paper documents and wants me to create a database so they can scan
them and track them and go paperless. They want to be able to find the
documents in the database, then click on a hyperlink and open them. I
hadn't thought about the format of these, since I usually scan into jpeg,
so
storing as a .pdf or .png is probably a much better idea. Some of the
users
have the full Acrobat and other have the reader.
But I was thinking that the documents would still probably have some
fairly
generic names, but somehow users would need to be able to find a
particular
one. e.g. there are hundreds of memorandum for record files, all
associated
with other documents or products. I don't think Access would be able to
launch a search through the text of these files so identifying the content
remains a mystery at this point.

You'll need to use the old reliable USB interface to get this done.

Not the Uniform Serial Bus... but the much older and more powerful Using
Someone's Brain.

Full text searching of documents is a complex (some would say arcane) art
in
its own right, and you're correct, Access would not be the tool of choice.
I
worked tangentially on a "textbase" database twenty years ago, and the
field
has evolved a lot since then. But now, as then, proper indexing (manually
inspecting the document, making an intellectually informed choice of which
search terms should apply, and entering them) was by FAR the most
expensive
and difficult part of the task.

If the department assumes that "oh, once the documents are scanned, we can
find anything in an instant at the click of a mouse" they are cruising for
a
big disappointment.
--

John W. Vinson [MVP]


.

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