Companies, regardless of their size, are increasingly aware of the importance of developing document scanning systems. Implementing Records Management can deliver substantial payback in the form of time saving, cost savings, streamlined compliance and better quality to name but a few. There are some system implementation mistakes that need to be avoided, however. In order to avoid unwanted hiccups here are some tips to ensure your data capture goes to plan.
Include all the stakeholders in the decision-making process
on the one hand, the decision to implement new scanning hardware and software systems is made by IT departments which can result in systems that don’t adequately meet the company’s requirements. On the other hand, the scanning system may be selected without any involvement from the IT department, only to find out at a later stage that the current infrastructure is unable to support the scanning systems. To avoid this from happening, meetings need to be held early in the decision-making process, involving both stakeholders as well as the IT department.
Buying enough scanning capacity
One mistake many companies make is not buying enough scanning capacity as they base their requirements on their average, current Data Capture capacity. When buying a scanning system, factors such as daily volumes, work deadlines as well as actual output should also be taken into account.
Coordinating software and hardware during the implementation
If software and hardware are not properly coordinated, delayed implementation may result. Smooth implementation and proper integration between systems requires the bringing together of suppliers and stakeholders early in the process so that the deployment can be streamlined.
Implementing the scanning system in phases
When it comes to new systems, many business owners believe a quick implementation is the best way to go. This is not necessarily the case. Attempting to implement a new system in one go can be overwhelming for employees and result in interruptions.. Companies should ideally pinpoint where the new system will have the most impact on their operations with as little change as possible, and deploy it in phases.
Trying before buying.
Scanning systems should never be purchased without test runs to see how the system processes your documents. Buying scanning technology based solely on information from a website, a trade show or a sales consultant is not a sensible thing to do. Before purchasing a scanning system, you need to test usability and determine whether the system meets your company’s requirements.
Letting fear of change stand in the way of progress
Reviewing and renewing existing company processes can be very unsettling for everybody involved. Many companies and their employees are hesitant when it comes to the deployment of new ways of records Management out of concern over new processes. To overcome these hurdles, let your staff experience the new scanning technology first hand and as soon as they see all the benefits of the new process will, they will understand that progress is not necessarily something to be concerned about .