Whether you own a new small business or are the head to a national conglomerate, document management is a tricky business for all of us. For organizations in any marketplace, document imaging is the way of the future. You definitely need to begin a document imaging project if you want to keep up with your competitors in whatever field you are in. A lot of companies end up failing at document imaging because they do not have an organized process in which they do it. Keep reading for tips and tricks regarding document imaging projects so you can get yours jump-started today!
Conversion Requirements and Document Type
Before you embark on your document imaging journey, you need to ask yourself and your team a few key questions before you begin. Make sure that your team knows what type of documents you will be organizing and what the full conversion requirements are for your document collection. For example, those in the medical industry are required to follow strict data collection laws so that they may have to save paper copies of the converted documents before they can scan them. Find out what document requirements are needed for certain document types in your field before you begin.
Remove Old Document Versions
When planning your document imaging project, be sure that you identify old versions of documents that you and your team no longer need. Be sure that you cross-reference the data within your paper documents to determine whether the information is of use. This is necessary so that you do not end up keeping two documents that contain the same information. If you remove older documents from your system, you can greatly reduce the overall cost of your document imaging project.
Review Your Plan
Once you think that you have your document imaging project plan in place, make sure that you review it several times. Ensure that your transition plan includes details on which items must be kept until a specific destruction date. This planning process needs to involve identifying these documents and making sure that they are organized correctly so that they can be recalled later. Identify the most used documents during this process to save you and your team time when they go to access digital files later on.
Questions? Micro Records is Here to Help
Whether you have more questions about the document imaging process or if you are ready to get your project going, Micro Record is here to help you. We can help to transition your business to a paperless way to life with quality e-forms and technology. We can help your business use proactive monitoring, get rid of sensitive documents, and transition to a digital system .For more information, call one of our trained professionals 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, YouTube, and Flickr.