Imaging and Scanning
These two words mean different things to different companies. To most it means using a production level scanner to create digital images of sheets of paper. The paper must be prepped for the process and then scanned into a computer. The next step is to check for quality by viewing the scanned results. Then each page must be indexed so the image is easily retrieved when needed. Finally, the image must be released to a form of media for storage. This can be a DVD, hard drive, or data repository.
Some companies are just getting started by creating pdf or tiff files of scanned images from their copier or flatbed scanner. Typically these images are stored on local hard drives and are not indexed for retrieval.
Problems arrive when your staff does not fully understand that the goal is to have these images easily found when needed. Too often staff members are turning to hard copy searches for critical files and documents because the scanning and imaging process is flawed.
The largest mistake we see is someone in the company falling in love with the idea of scanning but has set up a program and process with a negative ROI, compared to the cost of software, use of human resources, and cost of hardware purchases. Another common mistake is scanning everything and not being selective as to what is being scanned.
Are you asking: Is it time to outsource? There are several avenues to pursue when looking at outsourcing and how it can save your company money.
The J. D. Carton team is ready to answer your questions and help improve your costs through efficiency improvement. We will review where you are today, where you want to be tomorrow, and where you want to be in the future. It starts with a brief meeting where we will discuss your goals and wishes. We will perform a free evaluation of all your records and document management practices.