| Implementing a document management strategy is | | | | multiple sites must build in easy file access for those |
| the key to increasing efficiency and reducing costs in | | | | people. Because a good document scanning services |
| your company's business processes. Making the | | | | provider crafts solutions that fit the client's needs, |
| switch to a paperless office need not be painful. A | | | | they'll work with you to provide that access. |
| professional document imaging firm will walk you | | | | Will You Scan On-Site or Outsource Your Document |
| through the entire process step-by-step. They'll meet | | | | Scanning? Deciding whether you can allocate staff for |
| with you to assess your needs and work to meet | | | | document scanning is a key decision you'll be asked |
| those needs with cost-effective solutions that can be | | | | to make. Your document imaging consultant can give |
| implemented quickly and easily. Review these six key | | | | you an idea how much time it will take to scan and |
| areas in document management planning to help | | | | index your documents. She can also quote costs for |
| assess your needs. | | | | equipment, software applications and technical |
| Where is Your Paper Pain? Start small by choosing a | | | | support needed for an in-house document |
| single area of focus for your document management | | | | management system. Many companies realize it is |
| strategy. Which department, project or business | | | | more cost effective to have their staff focus on |
| process is the most paper-intensive and hampers the | | | | their core competencies, and have the "document |
| flow of business? For many companies, that's | | | | scanning" experts handle the scanning and indexing. A |
| Accounts Payable, Human Resources or the area | | | | document imaging company is also better equipped |
| handling proof-of-delivery documents. By | | | | to seamlessly handle volume increases. It's a matter |
| implementing this service in a single area, you have | | | | of whether it is more cost effective to reassign job |
| the opportunity to fine-tune the process with your | | | | duties to make time for scanning, or have your |
| document scanning services provider before | | | | document scanning vendor handle the entire process. |
| increasing the scope of your document management | | | | As you're deciding, keep in mind you'll need adequate |
| strategy. | | | | IT support to implement a document management |
| Who Needs Access to Your Documents, and When? | | | | process in-house. |
| Just as you wouldn't leave ordering, billing or | | | | Is Your Budget Stressed? If your (budget is already |
| management documents laying about for everyone | | | | stressed, (and whose isn't in today's economy) it |
| to read, access to scanned documents should be | | | | may be more economical to have a document |
| thoughtfully planned. The key is finding the balance | | | | imaging company provide web-based document |
| between security and accessibility, so as not to | | | | management services that do not require capital |
| interrupt mission-critical functions. You'll have the | | | | expenditures, as opposed to an in-house solution. You |
| ability to control access at the document, folder or | | | | may also realize that an all-inclusive off-site document |
| project level. By deciding in advance which employees | | | | management solution is far less work and expense. |
| need access to documents to perform their job | | | | Whether it is web-based or housed on your internal |
| duties, you can strengthen your document security | | | | infrastructure, a document management system |
| immediately. Another important question: will staff | | | | allow you to store, retrieve, distribute and manage all |
| need round-the-clock access to stored documents, or | | | | your documents-from digital images and electronic |
| only during business hours? One last area to consider | | | | files to e-mails and e-forms-- from any computer, |
| when planning access to scanned documents: some | | | | any time. |
| firms also allow access to specific documents to | | | | How Does the Work Flow? A key element in a |
| clients, vendors and contractors. Let your document | | | | successful document management solution is the |
| management company know about those situations | | | | ability to scan, index and retrieve documents without |
| so they can be included in your strategy. | | | | interrupting core business processes. Work with |
| Where and How Do Your Employees Work? As | | | | department heads to learn at what point business |
| you're deciding who should be able to access scanned | | | | documents should be scanned, what turnaround time |
| documents, consider your workplace locations. Will | | | | is required and how those documents should be |
| most of the document scanning services center on | | | | indexed for easy retrieval. Some of the more |
| one office, or will your document imaging vendor pick | | | | experienced document management companies |
| up paperwork from several locations? Determine | | | | provide Mailroom Services - scanning documents and |
| which documents are required to remain on-site due | | | | uploading them into a document management solution |
| to regulatory requirements. Is there a need to access | | | | or automated workflow process directly from a PO |
| billing, ordering or legal records at all branches? What | | | | Box. |
| departments should receive training for document | | | | The paperless office offers security, easy |
| scanning, indexing and retrieval if you plan to do the | | | | accessibility and greater efficiency when the |
| scanning yourselves? Map out which buildings, | | | | appropriate document management program is put in |
| departments and key personnel have the most need | | | | place. By assessing your office in these six areas, |
| to access indexed documents as you plan your | | | | you can provide valuable information to be used in |
| implementation with your document management | | | | creating your best electronic document management |
| specialist. Companies with employees, who work | | | | solution. |
| remotely, share files with others or travel between | | | | |