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Software needed to scan documents with cataloguing and easy search functionalities

Anonymous
2023-10-05T17:16:13+00:00

Hello, I am an administrator of an airplane modelling club. I have been engaged to store documents as far back as the 1950s, when the club started, These are newsletters, meeting minutes, technical data on model airplanes, historical factoids, etc. etc.

I have an HP printer/scanner but what I need a software that will be able or allow me to enter other data, like dates, author, and the documents attached.; that said, I would also need to be able to retrieve the documents with a search functionality. I would appreciate any direction or link to software . . . . . preferably free downloads and use.

Thank you for your time

Windows for home | Other | Apps

Locked Question. This question was migrated from the Microsoft Support Community. You can vote on whether it's helpful, but you can't add comments or replies or follow the question.

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  1. Anonymous
    2023-10-06T04:13:25+00:00

    Hi

    Welcome to Microsoft community.

    There are several document management systems (DMS) that can help you digitize, catalog, and easily search your documents. Here are a few options:

    1. Microsoft OneNote: If your needs aren't too complex or specific you could use OneNote as it has built-in OCR capability which makes scanned text searchable across all notes; plus it's also good at organizing different types of content including images and text notes etc.,
    2. Alfresco Community Edition: This is a free open-source DMS that offers powerful features for document management. It allows you to store documents in a structured manner while providing metadata and search functionality.
    3. Mayan EDMS: Another open-source DMS, Mayan EDMS provides robust features like OCR (Optical Character Recognition), metadata editing, indexing, and full-text searching.
    4. PaperScan Scanner Software: While not a full DMS solution itself, PaperScan is an excellent tool for scanning documents into digital formats. The free version supports OCR in various languages which will make the scanned documents searchable.
    5. OpenKM Community Edition: OpenKM offers strong document management capabilities including version control, search functionality, scanning support, and metadata tagging.
    6. NAPS2 (Not Another PDF Scanner 2): NAPS2 is a free tool for scanning documents to PDFs or images files and includes OCR functionality to make those scans searchable.

    Remember when using any software to check their privacy policies and terms of service especially when dealing with sensitive information like personal data etc.,

    Lastly please note that while these software solutions offer free versions/editions they might also have premium versions offering more advanced features so depending on the scale of your needs you might want to consider those as well.

    Please feel free to let me know if you have any further updates, thanks.

    Best regards

    Derrick Qian | Microsoft Community Support Specialist

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  2. Anonymous
    2023-10-09T13:56:19+00:00

    I thank you for the proactive approach and allowing the other volunteers to pitch in.

    Tom

    1 person found this answer helpful.
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  3. Anonymous
    2023-10-09T01:41:21+00:00

    Hi

    Thanks for your reply.

    I may not have a better idea at the moment. But I will keep this thread.

    I won't be able to help you, but I'll leave that question open in case one of our amazing volunteers has ideas for you.

    Best regards

    Derrick Qian | Microsoft Community Support Specialist

    1 person found this answer helpful.
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  4. Anonymous
    2023-10-06T22:24:28+00:00

    Hi, the suggestion did not really meet, what I'm looking for. Not that user friendly. Maybe if you have others ????

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