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I'm sorry that this may be repeat of similar earlier post. A response to that post suggest it be reposted here.

If many PCworld readers are like myself and many of those people I know that subscribe to PCworld, they're people that depend on computers to run small businesses. Yes, they are somewhat interested in the large screen displays being discussed on the pages of PCworld, but primarily they look to PCworld to provide hints on how better use their computer tools to run their businesses.

Over the past year, undoubtedly like many others, I've been seeking to convert to a paperless office. What I've found is that it is not easy, and I'd like to see PCworld have regular features on the subject. There are several problems to which good solutions have the elusive.

DIGITIZING DATA - I have both a auto feed paper scanner (Fujitsu) and a flat-bed scanner (Epson) to facilitate scanning of multipage documents and single pages from bound books or magazines. Although paper jams and getting books to be positioned square on the scanner are continuing problem, they're not the key problem. The key problem is the time necessary to CONSISTENTLY label each file or group of files. What I'd really like is a software package that is integrated with the scanner software that mechanizes the labeling process. If the file containing the document is to be found at a latter date, it is important that the name and meta data contain appropriate key words. Most of my documents fit into perhaps ten categories, and software that would allow me to quickly insert that category title into one of the meta-data fields would be real handy.

ORGANIZING FILES - Often after scanning in a bunch of files, I find that I didn't associate with those files appropriate meta-data information. I yearn for a tool where I can see the names and meta-data for all the files in a directory and be able to copy and change that data much like one can change cells in a spread sheet. If you're using WinXP, on can, via the "MORE" tab, get it to simultaneously display many of the meta-data fields for the files in a directory, and you can group-edit the meta-data fields, but a more user friendly approach would be handy. There is also the mystery problem of why, if I save a file over my network to a computer other than that to which the scanner is attached, I'm unable to get the meta-data entries to be saved with the file.

SEARCHING FILES - Once a document has been scanned, the problem then is to be able to quickly retrieve it based on various criteria. I use Copernic desktop build 3 (build 2 was better). The problem with Copernic, and possibly others, is that to limit the quantity of search results, I usually search for either "files" or "pictures." The problem is that I'm often really searching for the image of text stored as a picture in a .pdf document or I'm searching for the text stored as meta-data in a .jpg file. Better ways are need to structure the file searches, and if they came with Copernic's $50 version, I might even buy it.

SEARCHING OLDER FILES - I have lots of MSword2.0 document files in my archive. Unless things have changed in the past year, neither Copernic or Windows XP explorer can search for text within those old files. For now it is a small problem, but I'm looking for how to make sure that in five years I'll not be able to find my Word2003 files because everyone will have switched to .docx or someother format. Do I need to plan on acquiring and periodically running an application that will update (in bulk) my old files to a new format? I can still access photographs of my grandparents wedding; looking at early videos of my children stored on mini-vhs tape is not as easy.

BOTTOM LINE - Although great progress has been made, I stil have overflowing file cabinets. Hints from PCworld staff and readers would be welcome.