Document scanning and indexing – a practical way of going paperless

Document Scanning and Indexing - a Practical Way of Going Paperless

There is no doubt that document scanning and indexing is the most practical way of handling the rapidly increasing burden of maintaining voluminous paper records.

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Digitization is indeed the way to go for organizations in this tech-savvy age. There is no doubt that document scanning and document indexing is the most practical way of handling the rapidly increasing burden of managing voluminous paper records. To consider an example, the Iowa Secretary of State’s office is planning to digitize their business records to prevent deterioration of valuable records that date back to the 1850s. The data is currently stored in microfilm, microfiche and physical cards in filing cabinets. Frequent handling by users, exposure to sunlight and other factors are leading to deterioration of the files. The information technology director at the Secretary of State’s office and project manager for the digital initiative said that the move to digitize these records is spurred by the objective to prevent degradation of important business data. In any enterprise, having a successful document management plan is essential to implement business growth initiatives.

According to a publication by Laserfische entitled “How to Improve Document Storage & Imaging across Your Organization” the volume of paper used by businesses has increased significantly over the last five years. This in turn increases the cost of paper, handling charges, and the burden of maintaining paper archives thereby reducing profit margins. The ideal way to improve workflow efficiency is to embrace digitization at the right time.

Here are some of the tips to plan for successful document scanning /document imaging of paper assets in an organization: 

Sort out active and inactive files: All active files that people need to refer frequently should be sorted and digitized first.Inactive files should be given lesserpreference or can be digitized later. A document is typically needed within the first 90 days for reference or retrieval. After this period, it may be quite some time before the same document will be needed again. Scanning active records will surely reduce the need for clerical work and employees can be assigned to more valueadded activities in the organization.If the organization wants to retain old important documents they can be scanned and stored safely.

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Decide whether to outsource:Outsourcing the scanningprocess is the ideal option as it is fast and affordable. Organizations can outsource their files to reliable document conversion companies. They offer the service ofan experienced team of experts to quickly convert business records into any format without losing the quality or accuracy.

Organizations can also in-house the document conversion process if

they do not want to outsource to a third party or if they have only a small, steady stream of documents.

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Configure the scanning process ensuring excellent QA:Proper and efficient scanning of documents saves time in organizing documents. Spending time in removing staples or pins, identifying the pages and grouping those together enables easy and quick scanning.

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Storing digitized content: Once the contents are digitized, it can be shared easily.

An efficient method to manage scanned documents is by sending the digitized documents to an enterprise content management

(ECM) system. Once the

documents are stored in the ECM system the sooner they can be made available to other users.

www.managedoutsource.com

(800)670 2809