Organisations that digitise their documents stand to reap significant business benefits, provided the process is carefully planned and well-executed, writes Ronald Melmed, managing director of Digital Archiving Systems (DAS).
Storing, managing and retrieving paper-based backfile documents is a major headache for most large organisations. Paper-based files are expensive to store and manage, fragile and thus vulnerable to risks such as fire and are often difficult to access when they're needed.
For that reason, it is attractive for most organisations to capture these documents in a digital format, and then dispose of the hard copies or store them offsite. However, the process of backfile conversion is a complex exercise that involves far more than simply scanning the documents and capturing them in an electronic database.
As with any technology project, backfile conversion demands careful planning and execution to ensure it delivers the anticipated benefits. A lot of work needs to be put into the conversion process to make sure the organisation's key documents are electronically captured at a high quality level with minimum disruption to its daily business process.
One of the first decisions that a company needs to make is whether to outsource conversion of the files into a digital format, to keep it in-house, or to adopt a mixed model that blends in-house implementation and outsourcing. If the sole focus of the project will be to convert backfile documents that are rarely accessed or needed by the business, outsourcing to a company that specialises in document conversions will be a good option. On the other hand, some businesses may want to leverage their existing investments in the electronic document management systems, equipment, training and people used to image and manage new, incoming paperwork.
Companies need to carefully look at the costs of setting up their own technical infrastructure and training or hiring staff to do the work compared to the fees that an outsourcing bureau will charge. Other factors to consider include the proposed deadlines for the conversion (in-house implementation may take longer), and expected ongoing scanning volumes.
Careful assessment of documents
Companies need to carefully assess the documents to identify which documents need to be stored electronically. They need to consider regulatory requirements, such as retention periods, to ensure documents they need to keep to meet statutory requirements are not destroyed once they're scanned and that ones that are obsolete are not unnecessarily scanned and stored.
Security procedures and systems need to be put in place to make sure the electronic copies of confidential documents are viewed only by those who are authorised to see them. Care should also be taken to ensure multiple copies of the same documents are not scanned and that unneeded information attached to these documents isn't captured. Each page unnecessarily scanned adds to the cost of conversion.
The next factor to consider is the type of scanner best suited for the conversion. Document volume, size, type and quality of paper all play a role in determining type of scanner used to capture the documents. Documents that contain finely detailed information will need to be captured on a high-resolution scanner, while documents that are easy to read or not as detailed may be scanned on low-resolution scanners. The higher the resolution required, the longer the scanning will take.
Organisations need to develop a workflow for processing documents to ensure the smooth and efficient digitisation of potentially thousands of backfile documents a day. Tools such as image enhancement and quality control modules can reduce manual interventions and save time by helping to ensure documents scanned meet basic quality requirements.
One of the biggest mistakes that companies make during the digitisation process is to undervalue the importance of document preparation. A clear process needs to be put in place for mundane tasks such as unfolding paper, removing staples and clips, and ordering and aligning the paper. Indexing is equally important. A simple indexing system will ensure the hard-copy documents can be found and retrieved quickly when they're needed.
A tracking system should be put in place to ensure users can access paper documents if they're needed while the conversion process is under way.
Finally, change management and training are essential, especial if users will be expected to use an electronic document retrieval system for the first time. The document conversion team has an invaluable role to play in driving the adoption of new processes.
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