Planning Your Document Imaging Project

Transitioning your business from paper-dependent to paperless won’t happen overnight. A successfully-executed document imaging project starts with thoughtful preparation. Here we discuss how to plan your next document imaging project.

Determine which records to scan

Remember: You don’t have to scan all of your records. Usually it’s your most frequently-accessed documents that benefit most from being converted to digital files. Other archival documents can be physically stored with an offsite records storage provider until they need to be destroyed. This is also the most economical document storage option. Then, use your company’s retention requirements to prioritize which files should be digitized.

Destroy duplicate and expired documents

Every organization has redundant information stored in various locations, and imaging duplicate and expired documents is a waste of time and money. As you earmark the records you need to convert to digital files, also set aside any redundant documents and files that have reached the end of their retention lifecycle. Use a professional shredding and destruction service, which may already be offered by your records storage provider, to destroy your documents while maintaining the confidentiality of your information during the shredding process.

Develop a storage plan where to store your digital images

It’s important to develop a storage plan that protects the privacy of your information and enables your digital files to be easily found, quickly accessed and conveniently shared. Otherwise, you’ll end up with the same workflow bottlenecks you have in your paper filing system. There are several ways of storing your digital images:

  • Local server
  • Physical media (CD/DVD or tape)
  • Document management software with hosting

Each option requires specific metadata to be captured during the imaging process so that your images can be easily located and retrieved after conversion. Because of this, your image files will need to be properly labeled and the contents indexed during scanning so they can be easily integrated into your preferred storage system.

Choose a trusted, professional partner

An in-house imaging project can fail due to improper scanning equipment or lack of time. But experience and expertise are the biggest factors that determine whether paper records are successfully converted to digital files. When a professional document scanning partner images your documents, you’re guaranteed:

  • Conversion accuracy
  • Privacy protection
  • Quality assurance
  • Fast project completion

Your scanning provider will conduct a thorough analysis of your workflow and compliance needs in order to understand the scope of your project. Experienced document imaging technicians using advanced technology ensure that your digital images are properly named, indexed and converted. Ask about ongoing document management support after your documents are imaged.

Thorough planning of your document imaging project ensures your company enjoys all the benefits of paperless business processes.

Richards & Richards offers document scanning and document management solutions for businesses throughout Nashville. For more information, please contact us by phone or complete the form on this page.

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