Tips on Getting Started with Document Management and Imaging
Establish your business goals and stick to them
Write down what your success criteria are and document them. Be pragmatic.
Plan and analyze
Identify how your document management initiatives will change your business. (Who will do the work, and what work will be reduced?)
Understand your retrieval requirements
Understand how you find files. This will help you save costs on indexing or tagging. If your company normally finds an employee record by Employee number, that is all you need to index. There needs to be a balance between costs and benefits.
Choose the right vendor
Partnering with the right vendor is essential. Do they understand support and have the technical capabilities? Can they do the integration work to leverage my investments in an existing database system? Or is the vendor just a reseller with overseas support? Do they understand your business issues and goals? Get track record information.
Start small and manage the change
This is a very important suggestion for our customers. You should pick a department to start with and learn from it. New business processes can’t be learned overnight.
Cut down on the number of printers
This might sound like an odd suggestion, but it works. If the company places printers in locations where people need to walk, it cuts down on unnecessary printing.
You should store imaged documents offsite
This is not only cheaper, it also prevents people from going back to bad old habits like using paper records.
Archive One is a document management software designed to help companies easily classify, store, secure, and retrieve essential company documents needed for retention and audits. With the help of our partners, we provide an end-to-end document management solution from scanning to document storage, at a highly competitive price.