Latest News Articles from Pearl Scan Solutions
Focus on retrieval before document scanning
Date: 27/08/2008
Organisations who are implementing a document management or document scanning process in the office are surprisingly not focusing enough on the use of the end product…retrieval.
Once scanned in, documents are then controlled in a more orderly fashion on computers. But many offices are realizing that’s not the end of it. What is the best way to handle all of this huge influx of electronic information?
According to Kodak's Roger Markham, 80% of the unstructured data in today's business world is on paper documents. That's a huge percentage of valuable business information to capture, but managing this information is what can benefit the business the most.
Rather than going straight in and scanning thousands of documents, planning should be put into how it will be managed at the end, how the documents will be retrieved by different staff. Think about the end before beginning.
One of the questions about retrieval is access, which can be controlled via software permissions or physically, by limiting access to the folders. Document management systems such as Pearl Scan’s Lazyworks often include an authorization feature for the staff wishing to access certain documents. The distribution feature is also a great benefit allowing each document from the system to be passed to relevant staff whether it is for correspondence or authorization of invoices. It is features and processes like these that make retrieval and document management in general a much more powerful process.
Regardless of the type of solution or the vendor, an important step in thinking about retrieval is understanding the document imaging process. For more information about the steps for implementation and features see Pearl Scan’s document management for solutions in offices of all sizes.
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