As organizations look to reduce costs and accelerate access to documents and information, they oftentimes turn to document scanning and conversion services. These services give them the power to convert paper, microfilm, microfiche and aperture cards into a common, high quality digital format. That means digital records are ready when and where you need them.
Why scan and convert your documents into digital records?
Do you really want to spend your day searching through paper, microfilm, aperture cards and microfiche for that important piece of information? Capturing documents in one digital file format makes them easier to store and distribute. They’ll be instantly available on your desktop, laptop, tablet or smart phone.
How do you begin digitizing your paper documents? Here are a few important tips:
1. Understand how you are currently handling your records:
Where are your documents located? How are you editing, indexing, converting and capturing metadata? How are different departments and locations handling records? It might seem a little difficult to answer these questions, but your project will be easier if you partner with a business, such as Tameran Graphic Systems, who has 40 years of comprehensive knowledge and expertise in document imaging and preservation.
2. Define your everyday and long-term needs:
What are your current and long-term needs? Some businesses want to drastically reduce paper usage by cutting operating costs and speeding up productivity at the office. That’s where digital records make the most sense. Other organizations need a permanent way to store their most important records. That’s where a microfilm reference archive makes the most sense. Our hybrid-approach to document archiving gives you instant access to your files plus a secure, long-term archive.
3. Understand a digital record isn’t document preservation:
Nothing beats the speed or convenience of accessing documents over digital networks or in the cloud. A digital record is great for quick, everyday access, but it’s not document preservation. If a document needs to be maintained for decades or centuries, microfilm is the safest, most reliable preservation method. 500-year-life microfilm assures long-term document security.
4. Make sure knowledgeable people are involved in your conversion project:
Develop a strategic plan with people who will be most affected by the project. Records management, IT personnel, general counsel, department managers, finance and compliance managers are a few suggestions. Also, it’s wise to create this plan with an outside expert partner who specializes in document conversion and preservation.
5. You need an expert partner:
Converting your paper records to digital files can be a complex process. Most organizations don’t have the expert knowledge, resources and tools to manage a conversion project. Partner with a business that can help manage your project and give you the tools to do it right the first time.
6. Develop a roadmap to success:
Once you’ve understood your current setup, defined your everyday and long-term needs, gotten the right people involved and partnered with a document conversion expert, you are ready to develop a roadmap. This will help you implement the best strategy, workflow and timeline to get the project done. Your expert partner will be able to give you guidance and resources to assure success.