If you’ve been considering document scanning but aren’t sure how it would work for your business, read our article to learn more about what you need to consider, from whether you need a document management system to what kind of process would work best for you.
First thing’s first
Before getting started with any kind of document scanning, it’s important to note that you will need a document management system (DMS) of some kind in place. Whether you’re using your own purchased in-house software or are using a hosted document management platform – ultimately when your paper archives are scanned, they need somewhere to live.
Start with your archives and legacy documents
Once you have a DMS in place, you need to start with your current archives and legacy documents. This is so you can shift as much of these as possible so that you are able to plan for how you will deal with future document creation.
You can either opt to scan these in-house (providing you have the time, resources, and the right equipment) or you can outsource to a supplier who will be able to help you sort through and index the documents that are to be scanned.
If you do outsource, you may even have the option to move your physical archives to an offsite storage facility and clear space in your office by doing so.
How you’ll deal with your day forward scanning
Once you’ve scanned and made all your archived documents electronic, the next thing to consider is how you’ll manage on a day forward basis. Because of course, you don’t want your paper documents to build up again. Here are some points to consider:
Different businesses have different document scanning requirements
What document scanning arrangement do you need?
Find a document scanning supplier you can rely on
As every business will have different needs and requirements for varying arrangements and services, ensure that you choose a supplier who will understand how you want to be able to work. Your supplier should be able to provide you with peace of mind and effectively handle and safely process your documents.