Document imaging is the way of the future for organizations and companies across all marketplaces. However, many businesses fail in their document imaging attempts because they don’t have a coherent strategy in place. Here are some tips for a successful document imaging project for you and your company.
Talk about the Type of Document and Conversion Necessities
Before you begin your document imaging project, make sure everyone knows the type of document and the conversion requirements for your collection. A good example, will you be converting paper documents to an electronic form or just a few of the documents? Medical employees must follow strict data collection laws and, therefore, might have to save paper copies before they can scan them.
Identify Your Main Challenges
From here, you must identify the key challenges that your company faces within the document imaging project and then come up with solutions. One huge challenge many companies face is having to safely secure store customer data from paper files. The best way to ensure these problems don’t happen is by teaming up with a document imaging expert to discuss potential solutions.
Go Over the Transition Plan
Your company’s transition plan should include details on which items must be stored until a destruction date. The planning process entails identifying these documents and ensuring they are indexed and organized correctly for later recall. Being able to identify the most important documents is crucial for this process, and it will save your company time when they go to look for the digital files in the future.
Throw out Older Document Versions
While in the planning process, try to find out which older versions of documents that are no longer needed. Cross-reference the data within the paper documents to figure out whether or not the information is useful and to make sure that you’re not keeping two copies of the same document. By removing these older documents, you’re able to reduce the cost of your document imaging project.
Discuss Potential Off-Site Document Imaging
One of the biggest mistakes companies make is thinking that all document imaging work must be done within their offices and with their own employees. This takes away critical time and resources from your company, which could be going towards several other aspects of your business. That’s why it makes sense to work with an off-site company that specializes in document imaging. These companies will ensure that your document imaging is completed professionally and efficiently.
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.