Picture all of those boxes and filing cabinets full of historical archives being stored in your organisation’s warehouses, closets or even empty offices. The ones filled with hundreds of documents, papers, snapshots and financial reports – many of which are duplicates or damaged and unidentifiable.
Now imagine having a request come in for you to find a specific document form one of those boxes or filing cabinets. How confident are you that you would be able to find it quickly? How confident are you that would even be there to find?
With document imaging, these concerns go out the door with those boxes and filing cabinets, allowing you to reclaim valuable office space and cut the costs surrounding the storage of physical documents and files. And, by making that content much more accessible, you also speed processes organisation-wide by removing the hunt for information.
Document imaging encompasses all processed that convert paper documents into an electronic format, but the right system will do much more than that, including:
Getting started with a document imaging system is easy, but you want to make sure you choose the right system the first time. If you find the right fit for your organisation, it should benefit employees at every level, from the facilities manager who no longer has to find storage space for filing cabinets to the CFO who can perform an audit on every document processed last month without leaving their office.
To make sure you find the right document imaging system, there are a number of questions you need to ask to determine your organisation’s needs, including:
These are just some of the questions you need to answer, but they will give you a good start in understanding the level of the project you are about to start. A good software provider will help you answer these, and any other question you may have.