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What’s Your Plan for Going Paperless?

No one likes the proverbial “paper push,” which is understandable given that hardcopy documents and files often either end up in desktop piles or perpetually lost within a file cabinet purgatory.  As a result, locating and retrieving paper records is not only frustrating but also a waste of otherwise precious productivity.  Because of our increasing reliance on instantaneous access to information at the click of a mouse, it seems to make sense to move towards a “paperless” resolution.  But, as with the implementation of any business solution, it’s important to lay out a plan that will allow your business to achieve maximum results.

Managing, protecting and converting documents

Since corporate due diligence  is all about protecting your information from potential data breaches while also  meeting legislative and regulatory requirements, business data, no matter whether hardcopy or electronic – needs to be properly managed and secured.  It can be an overwhelming task for even the most competent organisations.  Still, many businesses underestimate the knowledge and expertise necessary for converting paper documents to a digital format.

Failure of in-house scanning attempts

With the ubiquity of scanners, which are commonly available at any office supply store, a digital conversion would seem simple enough.  However, the availability/functionality of technology doesn’t mean that scanning documents in-house is necessarily the best route for your business.  Many organisations purchase equipment with the hope that they can implement an “in-house” paperless solution, only to end up frustrated and ultimately abandoning their project.  These attempts fail due to:

  • lack of understanding of conversion techniques and processes
  • equipment malfunctions
  • insufficient time
  • administrative constraints

In essence, a document imaging and conversion undertaking is beyond the core competencies of a majority of businesses.

Key scanning steps and processes

Understanding the processes and factors necessary for completing a scanning project can help you locate the proper resource that will allow you to succeed.  The key phases of a scanning project may include:

  • document preparation
  • indexing
  • scanning and conversion
  • image adjustment and verification
  • optical character resolution (OCR)
  • data migration/merge
  • file reassembly

Each step is marked with acute attention to detail and precision.  A quality control process is maintained throughout the process to ensure that each image is accurately captured and thoroughly readable.  Deviations, inaccuracies or mistakes must be addressed immediately to make certain that all hardcopy data is converted.  For example, if an individual handwritten note, which may constitute a record, is unable to be read digitally, your organisation may not meet compliance standards.  As a result, the resolution for that document may need to be adjusted accordingly.

Professional document scanning for maximum results

A professional document scanning company can help your business complete either a large scale back file conversion or point forward solution in the most accurate and timely manner.  The right provider will implement a combination of expert staff, technology and equipment that can provide your organisation with the following benefits:

  • reduced overhead costs and capital investments
  • instant information access
  • remote working capabilities
  • Enterprise Content Management (ECM)
  • improved disaster recovery capabilities

Archive Document Data Storage provides Document Scanning, Scanning Services and Electronic Image Hosting services to businesses throughout London, Swindon, and Bath.  To find out more about how we can help you achieve a successful conversion project, please contact us by phone or fill in the form on the page.

The File Queen: Expert in Record & Information Management, LPM Columnist.

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