7 Misconceptions about Digital Document Management
Going digital is becoming a way of life in virtually every area of our lives, whether they be in our living rooms (TV, radio), our social life (telephones, Skype, email) and even cinemas where virtually all theatres now contain digital screens for better image clarity. Yet, when it comes to our working lives, we're much more reluctant to make changes such as this, even if it were to not only enhance the way we work, but also our enjoyment of that work too. There are a lot of preconceptions that prevent people from adopting digital document management systems and most of them are completely wrong so in this post we will attempt to put your mind at ease about the transition to digital.
Why do people have negative perceptions about digital document management?
Like anything else in life, change can be concerning even if it leads to something better. The thought of any sort of delay, issue or hardware problems, no matter how big or small, can put a person off doing something extremely positive. This is particularly true when it comes to the well-being of something important to them, whether this be their home, their family or, in this case, their company.
Going digital with the way you handle your documents is a potentially big step for your company but it brings many positives which outweigh this possibility. So let's start our list of perceptions on that point:
Going Digital is a Huge Step For My Company
As I've mentioned, going digital is certainly a potentially big step for your company, but it doesn't have to be seen that way in terms of how it might affect the way you work day to day. Going digital can revolutionise the way you work and it's not as huge a step to get there as you might think. The real hard work lies with the document scanning company that converts your initial bulk scanning project. If you hire a service like Pearl Scan's document scanning service, we will handle the entire process, from collection to preparation to scanning, right down to the returning or shredding or your original documents and delivery or digital files. You will also receive free consultancy to help you and your company settle into the new digital document management set-up.
We're Going to be Without Our Documents for a Long time
This can often depend entirely on the company that you use but our turnarounds are usually very quick. Once we receive your documents, whether it be via you arranging the delivery or through our low cost pickup and delivery service, the documents are usually completely dealt with within a week depending on the quantity. This would include the time for scanning, converting to the correct format, indexing and OCR if required, as well as sending some sample files over for you to take a look at.
We can't speak for other companies of course, but recently we've invested heavily in the latest document scanners including a number from the Kodak i5000 range: Scanners like this and others in our collection do well over 150 pages per minute so you can imagine just how quickly all of your documents can be scanned and converted.
Document Scanning and Digital Document Management is Expensive
I'm happy to say that this is not true. I think that preconceptions like these come from the thought that because something is new and shiny and can make a huge difference to the way an office operates, we can charge exactly what we want for it. However, that's simply not the case. For larger quantities of documents Pearl Scan charges as little as 1p per image and sometimes even lower than that. Also with larger quantities of document scanning, our document management software, Halogen is usually provided for free. We give a free, no obligation quote so there's no reason not to get a quote for your company. We're not pushy so why not give us a try?
We Will Get Low Quality Results Back
We, as with most document scanning companies, will scan your documents at the best and most realistic resolution. So if your documents contain high quality colour images that you want retaining, we will scan them in at high quality, between 300 and 600DPI. If your document is a standard black or white file such as a letter or general correspondence, we will scan it at the most appropriate resolution. We don't let anything out that we're not happy with ourselves and that is a thought process we hope the rest of our peers consider too. We scan in documents in the condition that they come in to us and, when they are returned as digital copies, they will look like the original you sent to us, only they'll be on your screen (and a lot more useful to you too!).
We'll Need to Upgrade All Our Systems
Not necessarily. Our document retrieval software, for instance, takes up 12mb of space and uses very little RAM and system resources. We've made sure of this as we want it to be able to run on any system, from a 10 year old PC, right up to a brand new super computer. As for the space that the documents might take, then you only really need one system to store them on which can then be shared with all your other systems over a secure shared network. Plus the document library probably won't be as big as you think.
For example, a PDF I have open right now is 60 pages long, contains several colour images and the rest is black and white text, a pretty standard document, and it's size is 28kb. If you had a computer that had only 20GB of space (computers from up to 10 years ago might have this), you would be able to fit nearly 36,000 documents onto there!
We Run Windows XP / 2000 / 98 and We'll Need to Update all Our Systems to a Newer Operating System
Again, not necessary. If your computer can work with even the basics such as opening images and small, undemanding software which takes up less resources that Microsoft Office, you can open our document management software, Halogen. At its most basic, a document scanning service is literally creating PDF files from physical ones and it doesn't have to get any more complicated than that. Any system, running any operating system from the last 15 years or so, can handle that.
My Staff Won't Be Able to Use The Software and Will Need to be Trained
Again, we only speak for our own services and software, but we don't believe this is true. As previously mentioned, our software has been developed to be as easy to use as possible. We worked on it to such a point that we'd want a grandmother to be able to use it! Basically, if you can double click files on your computer or you know the very fundamentals of using a computer system, whether this be in word processing, emailing or opening files, then no further training should be required.
These are just seven examples of common misconceptions about digital document management amongst some that we've heard. If you have any further concerns about adopting a digital document management system, please contact our experienced team who'll be happy to put your mind at rest and, if you like what you hear, feel free to request a quote at the same time. For more information on the range of scanning services we offer here at Pearl Scan, feel free to take a look at the website and blog posts.
If you found this article interesting, why not take a look at some more?
Make 2015 Your Most Productive Year Yet
Improve Your Document Management in 4 Simple Steps
Where Next for Document Management?
Top 10 Document Management Innovations