Where do you start?
- 14 Dec 2020
- 1 Minute to read
- DarkLight
Where do you start?
- Updated on 14 Dec 2020
- 1 Minute to read
- DarkLight
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Many organizations already have software and hardware to get started on their paperless journey.
Before you reach out to a vendor, document what you have and discuss your current processes with your staff. We have seen companies purchase new scanners and software, because they were not aware of what was already owned/used in the company.
| Item | Description |
|---|---|
| Scanners, fax, MFPs | How many do you have, what are their speeds and features? |
| Usage | Are you able to save electronic versions of what you scan? |
| File Management | Where do your documents save, i.e. Desktop, network share? |
| Search and Retrieval | How are the files named and how do you search them? |
| Vendor | Who is your hardware vendor and what support do you have? |
| Adobe Acrobat | Are your files saved in PDF format and do you use the Acrobat Reader or Acrobat Pro versions? |
| Document Management | Are you using a document management solution? If so, which one? |
| File Management | Do you save documents to your computer or do you save to an organized network share? |
| Records Management/Retention | Do you have a records management department and a retention schedule? |
| Search and Retrieval | Do you search for documents through Windows Explorer or do you log in to a software application and search there? |
| Central or Decentralized Filing | Does each department handle their own file management or is there a central location for all paper and electronic documents? |
| Metadata | How do you name and categorize your documents for retrieval? |
| Indexing | How do you keep track of your documents, if you are not using a document management solution? Do you use a spreadsheet master filing document? |
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