When Is The Right Time to Start Scanning Your Documents?
I get asked often, when is the right time for our organization to start scanning our documents? While we applaud any organization that is excited to start scanning and go paperless, it’s important to do some basic groundwork before you start rolling in the scanners to tackle your paper mountain. For example:
1) What system are you going to use to manage your scanned documents?
2) How are users going to search the documents? Should they be full text searchable? Does your system support this functionality?
3) Who in the organization has access to what files and what portions of a file?
4) What file formats are you going to use? Will you scan in color? And what DPI will you use?
An informal survey we did recently showed that, of those organizations scanning, more than 50% were simply scanning documents on to a server share and letting employees access them over the network. Although this is a good start, the lack of controls for accessibility, accountability and security don’t make this a good long term document management solution.
The WebDocs team will help you address all the above questions and more when you are ready to start scanning. The process in not long or cumbersome but spending a little time upfront before your scanning project starts will help make sure that’s its a success and you achieve your desired goals. Once the parameters of the system access, security, search and file formats are defined, then you can scan documents to your hearts content!