Most of us already know what the benefits of digitizing documents are and if you’re not sure, we’ve written plenty of blogs in the past on the subject! For this blog, though, we’d like to talk more specifically about strategy rather than motivations. Taking the right approach to digitization allows you to get the most out of the entire process and really change how you utilize documents entirely.
First, you want to consider whether or not everyone is ready for the change. You may need a basic training session to get everyone on board with how things will be digitized from here on out and to familiarize employees with new document management systems. This may also impact your onboarding process, so implementing the proper education when a new employee is hired is key to making everything run as smoothly as possible.
Think about what kind of information your business actually works with. Are there some documents that need to stay in paper form or just have paper backups? Can some documents be made digital from the get-go so they don’t need to be scanned in the future? Determining what kind of documents your business typically works with is essential in finding the right approach towards digitization.
What kind of hardware are you going to be working with? Are you largely relying on a document scanning service or are you trying to do most of the work on your own? You’re also going to need to determine how you’re going to store all of your documents. This may mean utilizing cloud services or just having enough on-site storage that you can keep all of your documents in a centralized location.
If you’re already engaged in processes that aren’t efficient and are harmful to your workflow, simply automating those processes isn’t going to fix anything. Take the time to look at the bottlenecks of your workflow and determine where digitization would help and where it wouldn’t. As great as having digital access to your documents can be, it isn’t the solution to all of a businesses’ problems and you may need to do more than that.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.