SRIIA TECHNOLOGIES

SCAN STORE RETRIEVE INDEX INTEGRATE ARCHIVE

Document Scanning and the Three Legged Stool

Have you been to a “Scanning  Seminar” recently?  You probably walked away believing that the document scanning was the most  import part of any “conversion project”.

But then you visited with a consultant who greatly  undervalued the importance of the scanning with a dismissing statement such as,  “anybody can scan paper (or microfilm)”… He or she then explained that the crucial element of a document scanning project is  the consulting and professional services to implement your project.

But wait; now you visit with a software salesperson. You are informed that buying the proper software  will ensure a successful project no matter what type of scanning and/or  professional services you employ.

Referencing the “Three Legged Stool” analogy, we can see  that if any of these three elements fail to deliver, you will fall right upon  your _ _ _. Experience will tell us that each of these elements is  equally important.  Each is dependent  upon the other to ensure a successful project:

Scanning Service:  Proven Quality Control and Project Tracking methodologies along with proper hardware and software are crucial in the success of your project. Determining the document capture configuration is entirely dependent  upon the type and volume of your source documents. The software functionality  used to do image clean-up is the most important in this selection. If you  intend on OCR or automated forms processing, image quality is key to  success.

Professional Services: These services should set the table for the project. From  elements such as a pre-scan inventory, importing scanned images into your new software, pilot projects, project milestones, determining indexing  nomenclature, network requirements, training and other elements involved in the  over-all project implementation are the nexus to the software and scanning.

Enterprise Document/Content Management Software: Of course  software is always important. Your software selection must meet and exceed your  current needs and provide scalability for the future. Very cliché, but  truthful; by working with both a good consultant and a good software vendor,  you will get more of a 360 degree view of what you will get out of your new  software. Initially, you should access the scanned images in your new  software system in a way similar to that if you were looking for these records  in a standard file cabinet. Moving too many steps passed this may lead to user confusion, a feeling of intimidation and a  lack of user buy-in.

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