Document scanning simplifies record management and enhances productivity and efficiency. Record management is often ignored in spite of its relevance in an organization. Most organizations stack up several paper files and employees have to spend several hours trying to trace a document when it is required. This can lead to huge delays especially in situations where the documents are required for decision making.
Organizations should consider scanning all their relevant documents and make their operations paperless. But document scanning can be an expensive and time consuming process. Several organizations only scan documents when they consider it necessary while others lack resources to manage the scanning project. Here are some approaches to use to simplify the switch to paperless record management and make the process cost effective.
Scan on Demand
This is a popular approach to document scanning. It involves scanning documents that are required frequently for various operations within an organization. Some documents will not be required in the near future and this makes scanning them somewhat unnecessary. The scan on demand approach requires you to only scan documents that you intend to use. This is a great way to cut on costs but it is difficult to determine the specific documents that you should scan. The best approach is to scan documents once an employee makes a request to access a particular file in storage. Any document that is requested should be added to an electronic archive. This means that all the documents that have been used over a specific period will have been scanned and the other files can either be destroyed or archived.
Scan Every Document
Another document scanning strategy is to scan every document. This is an extensive process but it ensures that all documents are stored in a single location for easy access. It can work well for small businesses that are yet to accumulate large amounts of documents. Older or large organizations may find it quite costly because they may have several old files in paper form that need to be scanned. It can also take a lot of time to scan every document in storage.
Scan Based on Date
This document scanning approach can be applied by large or established organizations that have accumulated large amounts of paper documents over the years. To use this approach, organizations have to select a particular date and scan all documents that were created after that date. This is based on the view that a document is less likely to be required after a certain period. Scanning documents based on date can help companies save a lot of money and it will take less time. But there is a possibility that some important documents will be destroyed because they were created before a specific date. It may be necessary to review all the older documents to determine if they may be required in future before shredding them.
Document scanning is vital in an organization and these strategies can make things easier. If you are unsure about the technique that will work in your organization, you can consult a professional document management service for assistance.
Resources on Document Imaging: