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Dear Sir/Madam,
We kindly ask you to answer the following questionnaire so you help us know what are your needs regarding document retrieval. It will take approximately 10 minutes to complete the questionnaire.
Your information will be coded and will remain confidential. If you have questions at any time about the survey or the procedures, you may contact Greta Gonzalez at the email address specified below.
Thank you very much for your time and support. Please start with the survey now by clicking on the Continue button below.
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| Please mention which industry your company belongs to. | | |
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| What is the nature of your business and what role does your department fulfill? | | |
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| In average how would you identify your document retrieval needs? |
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| Approximately how much time you consider you invest on locating documents in a daily basis? | | |
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| In average, how often you archive your documents? |
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| What type of records are handled mostly in your daily work? |
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| In average what would be the lifecycle period of your documents, in other words, how long you keep your business documents? | | |
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| Do you have a protocol or procedures and policies manual regarding archiving and filing documents? |
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| Could you please give us an approximate number of received emails everyday? | | |
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| How many of these emails contain attachments? | | |
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| Do you save critical attachments to another locations (e.g. desktop or c drive)? |
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| How frequently do you need to restore your emails? | | |
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| Please list the fields of information describing your trackable items. That is, what business info do you use when searching for an item (e.g. ‘Last name’, ‘SSN’, ‘Loan #’, ‘Batch #’, ‘Box #’, etc.) | | |
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| Is there more than one type of item you wish to track (e.g. ‘HR Files’ and ‘Accounting Files’), or are your items divided into sub-groups (e.g. ‘Correspondence’, ‘Workpaper’, and ‘Permanent’? | | |
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| Please describe the containers for your trackable items (e.g. ‘color-coded top-tab legal folders’, ‘handwritten box labels’, etc.) | | |
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| In what places are your trackable items stored (e.g. open shelving in file room , cabinets out in departments, lateral cabinets in hallway, etc.) and to where do they travel (individuals in departments, off-site storage facility, etc.)? | | |
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| In what order do you store your trackable items (e.g. ‘alphabetically by last name’, ‘file type and then case file #’, etc.)? | | |
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| If you are currently using item management software or a database to store information about your trackable items, please specify what it is and why it is no longer sufficient for your needs? | | |
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