Document Scanning: Pitfalls & Prosperity - Part One

Implementing document scanning within your organization has enormous potential. The cost savings, opportunities for productivity enhancements, and peace of mind that comes with a secure disaster-proof copy of your important documents make everyone involved in the project look like a superstar.

Normally I have an optimistic outlook on everything. This posting doesn't change that, but there are so many pitfalls to imaging (conveniently left unaddressed by other vendors) that I felt compelled to point them out first. Not to fear: this is part one of a two part series, so stay tuned for a glass that is half full.

In our years of working with clients, we have seen it all. Even the most disciplined of executives have fallen prey to these obstacles, and some have even lost their jobs. Hopefully we can help a few of you avoid their fate.

• Not bringing the team into the process
  Creating value through imaging is a team effort. Every aspect of their workflow may be impacted by the change, and letting those that will be affected be part of the change creates champions for the project and brings ideas from the trenches to the table.
• Bringing too much team
  This is project management 101: with too many people involved in developing the new process, suggesting features, andd trying to get their voice heard, chances are the project will never get off the ground. In larger organizations or departments, it is best to pick key team memebers from each group or function to represent their peers.
• Treating scanning as the red-headed stepchild.
  Properly managing documents is a chore for every organization. That is why document scanning services were invented! Moving to digital documents not only eliminates the chore, but creates a valuable new asset for your organization: an information repository that can be analyzed, searched, and shared. With proper executive focus, an imaging project can be off the ground quickly and create enormous value.
• Not changing enough
  Digital documents will forever change your organization for the better. They will free up staff for other projects, eliminate tedious filing activities, and help everyone find files faster. However, if key processes like document collection, auditing, and workflows are not addressed the real value might not be achieved. For the most involved projects, starting small is fine - but there should be a roadmap for future enhancements.
• Changing too much at once
  managing change is just as important as the technology. In general, people at every level of the organization hate change. Even in the most change-centric companies, the project champions need to be sure that everyone involved can see the direction of the project, has an understanding of the benefits, and feels that in some way or another imaging is contributing to their own success. Use the roadmap here as well and implement in phases to stay focused and keep the team from becoming overwhelmed.
• Getting lost in the technology
  The beauty of technology today is that it is easier than ever to work with. Even the most technology averse staffers can comfortably use an image retrieval system .. UNLESS .. the system was designed with so many bells and whistles that simple operations are four menus deep. Avoid feature creep at all costs, and focus on simple and effective - studies have shown that the least used features are those that contribute the most to low adoption rates and outright project failure.
• Scanning everything
  At least initially, scanning should be limited to the highest value documents. Those that may be accessed with some regularity, are subject to audit, or are covered by regulatory guidelines should be addressed first. A warehouse full of 25 year old purchase orders is another story altogether ...

Contact us online about our scanning services or call (888) 211-1797 for more information

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