Get Your Imaging And Document Management Project Off The Ground

Recent industry research suggests that $14,000 worth of productivity is lost per worker per year due to the inability to find the data/documents they need to do their job (IDC Canada). Assuming an organization with 50 employees, that's $700,000 annually.

There are a lot of things to consider as you begin evaluating scanning, document management, data capture and archiving/records management related projects. It can be an overwhelming process which more often then not ends in apathy and ultimately no decision. Somehow it seems easier to hire more clerical staff to file hard copies. It seems easier to clear out an old office and buy 6 new filing cabinets from Office Depot and start filling them up. Im here to tell you this is irrational and document imaging projects are easy to justify if you ask the right questions and work with the right partners.

A well thought out imaging implementation helps your operation flourish while decreasing head count and increasing data integrity and operational efficiency. You are also ensuring compliance for all those nasty HIPPA, Sarbanes Oxley type regulations.

The best way to begin is to assemble a project team and sit down in front of a huge whiteboard to map out the project drivers. Begin asking questions and do some brainstorming. Are people actually losing documents? How do we search for documents today? What would happen internally if there was a lost purchase order or legal contract? Can you identify bottlenecks in specific departments or lines of business where workers are constantly shuffling paper and sharing of information is non-existent? During this process create a vision for your organization. Determine if you simply want to digitize your business information, or if the goal is generate departmental collaboration and standardized business processes. What is my business going to look like and how will it operate when this is rolled out to every user and every department?

You should also choose a logical starting point. Its next to impossible to tackle an Enterprise Content Management project by addressing the needs of an entire organization and slamming it in. In your evaluation you need to consider every need, but have a place to start. Find the department that will have the most to gain, and is willing to be the pilot. Accounts payable or customer service are logical choices given the paper trail and potential impact on the business.

Now youve done your homework, have defined the need and require a business case to justify the cost of the application you think is the best fit. At this point, youll find out what kind of vendors youre working with. Will they provide reference accounts using the application in a similar setting? Are they willing to help you with return on investment analysis? Did they provide your organization with value in the beginning stages of the project or do you have a feeling you may never see or hear from this salesperson again?

Imaging, data capture and scanning solutions give your organization a competitive advantage by maximizing efficiency and ensures that your employees always have quick and easy access to the critical business information they need to do their jobs. No decision is always the easiest choice, but is not the correct one.

Matt Sundberg is Director of Sales for Dynamic Solutions Group, a software systems integrator focused on providing end to end solutions for organizations in need of standardized and automated business processes. Matt has been in software sales for 6+ years and provides clients with direction to customize integrated document management solutions to fit their business need. You can contact him directly at matt@dsgi.net or visit the DSG website at http://www.dsgi.net for more information on industry solutions.