Document Scanning Best Practices

Document Scanning Best Practices Content Management Systems are one of the most useful resources companies have available to keep their managers, staff, and customers informed. Managing those files effectively is an ongoing challenge, but a well-planned, best practices implementation makes it significantly easier. Most Content Management Systems start with Scanning as the starting point in the lifecycle of any document.

Centralized or Distributed (Onsite) Scanning?

The decision of whether to go with a centralized or distributed scanning model must be carefully evaluated to see which may be a better fit for the organization. Many times a hybrid model of both remote and centralized is required and becoming more popular. When it is done, designed and implemented correctly, scanning ensures that the data stored in the document management repository is valid, readable, secure, accessible, and useful throughout the enterprise.

Tips for Deployment

Some important things to remember when deploying a document scanning system: • Establish clear goals and objectives before you start or deploy a Document Scanning System.

  • Establish clear and concise business rules around your company’s requirements.
  • Consult a well established Systems Integrator with the knowledge and expertise to help you with defining “Best Practices for Document Scanning” and always check references.
  • Understand the nature of your documents, the quality of many documents may be poor, this in turn will require you to use Image Enhancement Technologies that will automatically clean up the document and improve its readability. These types of technologies are a must especially when utilizing OCR or any advanced form of capture.
  • Scanning and especially the Indexing of documents can be somewhat laborious, so anything to help automate these tasks such as Bar Coding, OCR, database lookups and electronic forms will make life a lot easier.
  • Use the KISS Principle in dealing with data taxonomy and avoid capturing too many fields, but make sure it’s enough to do valuable searches. Here at ImageSource we try to have 10 document types maximum and 8 data fields which allows for effective searches, retrieval and reporting.

Define Your Goals As Dictated by Your Organization

Lastly, don’t lose sight of your short and long term goals. Do your homework and study your documents and see how they fit into your business lifecycle and corporate governance. Talk with people throughout you organization and get their input to better understand how your documents are used. If you’re unsure, get help. This is not an area where you can afford a mistake. Remember, it all starts with getting information into the system.

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