When it comes to digitization, many organizations aren’t sure where to start, so they turn to experts for guidance and secure bespoke services. Their approach will depend on the business’ individual goals, but following are 5 high-level tips that can help companies get started on the right path:
1. Identify the timeline for completion, budget, & work scope Work with stakeholders to identify which documents to digitize, who currently uses the information and how it will be accessed. Then build a proposed schedule and budget—ideal for securing organizational buy-in.
2. Determine which parts of the process you’ll outsource A trusted information management partner can ease challenges, such as using proper indexing and metadata, maintaining compliance, and adhering to regulatory requirements.
3. Clarify scanning requirements; don’t overlook document preparation Once you’ve determined your needs, evaluate if new equipment/resources are needed to reach project goals. If so, you may choose to hire an outside vendor like Access instead of investing in specialty equipment, additional staff/training, or dedicated space.
4. Consider document search & retrieval requirements Identify who will access the documents, which ones they’ll search for and how, and what keywords will help find them. Metadata and indexing are critical for success.
5. Create document disposition plans (including digital) Once physical records have been digitized, decide whether to store or securely destroy them according to regulatory/compliance requirements.
Access works across the information lifecycle to securely scan/digitize, index, store, and dispose of documents. If your organization is ready to begin a digital project, contact Access today!
