Enterprise Content Management (ECM): Best Practices for Backfile Conversion
The 2 main aspects of Backfile Conversion are Security and Quality. Security within the document scanning process is tracking and maintaining records for each document through the workflow. If a conversion workflow is tracked and accounted for efficiently, a quality product will be the result.
In addition to maintaining records of documents it is not uncommon that someone will want to view one of the documents that are in the workflow. If an itemized inventory list (tracking log) was created at the beginning of the conversion workflow and an entry to the tracking log was made every time the document was processed, it should take minutes to locate where the document is and provide either the hard copy or the imaged copy of that document for the individual looking for the document.
The conversion workflow process usually consists of incoming inventory, preparation of documents for scanning, scanning of documents, indexing, releasing of images into the Document Management System and outgoing inventory. When an entry is made to the tracking log, the name and date should be included in the entry. This will assign that technician the responsibility of the document during this stage in the workflow. The goal with assigning responsibility is to add incentive for the technician to make sure the document is imaged clearly and indexed accurately. Accountability ensures quality of work being produced.
Through the use of a tracking log documents are secure in that they know where they are at all times. Technicians are held accountable for their work.
Conversion Services Project Coordinator