Currently in the process of building an SP intranet to help our company go paperless.
We currently employ a paper based system where any incoming documents （work in a semi-government environment so it's all letter/memo,...） will be attached a small piece of paper. On this piece of paper, the Head of department will "tick" all relevant officers whom this letter should be distributed to. And the tick can be applied to either "information only" or "for action".
Employees who read the memo shall acknowledge receipt by signing/initial on the paper, as well as note down the date.
There's also a section for manager to put down any instructions or comments, especially for "for action".
I am not a developer, but somehow I am doing this, so I need some advice.
At the moment, I am trying the approach where
1）Supporting staffs of the department will scan the documents, and place them into a document library.
2）Manager will go into a custom list called "Distribution Registry". He will start a new list item （say, Distribution-2016-01-01-1, for say a letter from another company wrt a request for proposal date 2015-12-23）, in that list, he can "lookup" for the scanned letter that is stored in the document library. He can then assign employee who should know "info only" or action "for action" on this agenda.
3）Employee can then open the list, filtered to those that concern him or her, and then acknowledge receipt. For acknowledge receipt, I am using a rather crude method at the moment - by using a multi-line text with append changes. So people can either just reply with a "Noted with thanks" or add comments, etc., either way they are acknowledging receipt.
My question: is there a better way around this？
I work in an environment where people are not so accustomed to technology so I am trying to find the most appropriate way. It is also why we try not to make too big of a jump from a fully paper based environment to a full paperless workflow.