Surely document scanning projects are straightforward? Certainly, if you’re looking to scan a few documents but this changes completely if you’re looking at multiple boxes and filing cabinets.
Even if all documents required are scanned, there are often critical elements that simply haven’t gone to plan. And the chances are that it took far longer than anticipated or ballooned in size – taking people away from their principal tasks. Even worse, is that vital documents may not have been correctly scanned – and the paper mountain has started to build again a few months later.
The most common reason that document scanning projects fail to deliver a full solution is that people underestimate what’s involved and the planning required.
How can you deliver a successful document scanning project?
You need a good project plan in place to fully identify the project scope and establish the timeframe. You’ll also find it supports the various issues that can arise including:
1. Legal issues surrounding documents conversion
Ensure you take account of documents that may be needed for any future legal requirements. Whilst images are accepted in place of paper ones in legal proceedings, you do need to assure the integrity of the system and the reliability of the image for legal use.
2. How are you to store and ensure security?
Careful thought needs to be given both to the format and on the access, retention, and security requirements that you have for the images. Give some thought to images that need to be kept for long periods of time as they will need to be stored on media that doesn’t degrade quickly or won’t become obsolete in the short term.
3. Scale of project getting bigger?
Is this a pilot project or one involving several departments? Could this balloon mid-project with other departments coming onboard? It’s not surprising that people seriously underestimate this. A filing cabinet can hold as many as 16,000 documents, whilst an archive box around 2,500 pages. Even box files can store 500 pages, while a document folder up to 150 documents. Surprising isn’t it?
4. How are you to prepare the documents and scan them?
Do you have the time and people assigned to remove staples, turn around pages and set everything straight before feeding into a scanner? Have you got to buy in the specialist equipment and software? Who’s going to need training?
It’s best to prepare all documents in batches – based on common criteria, such as the file number, retention, and disposition. As you box the prepared documents, you’ll need to number each box and record the box numbers on the file/document lists. When scanning you’ll need to carry out quality tests through the process.
5. Are you going to index the digitalised images for easy finding?
This is a critical area and control needs to be introduced. Uniformity must be applied to ensure documents are stored for future retrieval. Individual interpretation should be avoided at all costs as it will inevitably result in documents stored by one employee being potentially impossible to find by another with the likelihood increasing as employees move on.
6. What are you going to do with the documents after they are scanned?
What process do you have you in place to destroy large volumes of paper?
7. Do you need a document management system in place to continue to support greater efficiency, security and compliance whilst reducing paper within the office?
8. Can you manage the project inhouse or do you need a scanning specialist?
Before making the decision, it’s best to obtain quotes from document scanning specialists. You’ll receive an approximate cost as well as further insight into whether you have everything covered. You can weigh this up against the staff time, operational pressure, training and the cost of getting in specialist scanning equipment and software. Also consider whether the project might be extended in timescale – and possibly saving you money.
With a document scanning project, there are so many traps you can fall into and we hope this has helped you navigate around the most important – planning. Have a look at our article on the 7 steps to a successful document scanning project for more information.
Please call BPMS if you want further information around helping you reduce your storage requirements – whether looking to carry out a document audit, scan documents or moving towards a paperless office.
For more information, go to www.bp-ms.co.uk
