Document scanning can be useful for many businesses. It gives your office more space, and it becomes easier for you to access your files. However, there are some problems that could take place if you aren’t careful. You should know what you’re getting into when you start going digital. Here are some problems you want to avoid when you start your document scanning.
You Underestimate the Scale of Your Document Scanning Project
You might ponder why you would choose to hire a company to scan a few paper files. When it’s only a few files that need to be scanned, you’re right to ponder this. However, document scanning projects can be a lot larger than you originally anticipated. You might have dozens, if not hundreds, of boxes filled with paper files, and it can be overwhelming trying to get all of them scanned on your own.
You also have to worry about the price of the scanning equipment you would need, and who is going to perform your scanning. You’ll need to pay the person who scans your files, and it’s not always clear how long the scanning process will take.
In short, more goes into document scanning than you may think. To avoid getting overwhelmed, it’s often best to hire a document scanning company to make everything easier.
Not Getting All Stakeholders Involved When Necessary
Document scanning projects take place constantly. Someone might decide to start scanning some records, but they don’t take the entire organizational process into account.
You have to think about who will access the records and what preferences they have when searching for them. You might wonder how many of the organization’s departments will have to access the records.
It’s important for you to consider everyone who either is or could be involved. This stops you from running into potential problems later.
Failure to Examine Every Option For Digital Retrieval
You want to know all of the options you have before you begin document scanning. Try asking questions such as what fields should be indexed and if you want to be able to full-text your search records. When you get answers to questions such as the aforementioned ones, it can help you make a more informed decision.
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.