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.