datamark 10 backfile conversion tips
Post on 25-Jan-2015
22 Views
Preview:
DESCRIPTION
TRANSCRIPT
Electronic Document Management
10 Backfile Conversion Tips
Perform a cost analysis to determine whether to scan in-house or to outsource.
Identify all costs: labor, utilities, facility space, equipment, maintenance, supplies
and any other costs associated with handling the backfile scanning project in-
house.
Decide if a “day-forward” scanning strategy is best for your process. Scan
documents as they come in, but maintain paper backfiles “as-is” until they reach
their disposition date. This strategy may be cost-effective for paper files that
must be retained for a certain number of years, but are not often accessed.
Consider the kind of preparation needed for your documents. Are there paper
clips and staples that need to be removed, sticky notes that need to be copied
and organized? Also, spiral-bound and other bound documents may require
special handling. Do your documents need to be organized in a certain way?
Lots of document preparation will affect the speed and cost of the project.
Understand the technical requirements for file compatibility with your content
management system. Define the acceptable formats for TIFF or PDF images
before beginning the project.
Understand your indexing requirements so imaged documents are easily findable
and searchable. Define the number, length and type (alphabetic, numeric, mixed)
of fields to be indexed per document. An experienced provider should be able to
assist you with indexing requirements and an effective taxonomy method.
www.datamark.net
It’s time to take advantage of efficient, cost-saving Electronic Document
Management systems by making a complete paper-to-digital conversion.
Here are 10 quick tips for a successful backfile conversion project:
© 2013 DATAMARK, Inc.
Electronic Document Management
If you are considering outsourcing the project, visit the service provider’s
facilities. Make sure the provider has the technical capability for the job. Do their
scanners have the required throughput capability? Does the scanning software
meet your requirements for image clean-up, such as straightening, despeckling
and deskewing?
There are many effective technology platforms available today that can save
time and money by automatically classifying and indexing documents. Ask the
service provider to demonstrate their automation solution. For more complex
documents that require manual data entry, determine if you will require single
keying or double keying on indexing. Double keying delivers high accuracy, but
costs more.
Ask the service provider if they offer a document tracking system? If you need to
access a document during the scanning process, will the provider be able to
locate and deliver it quickly?
If you choose to outsource, make sure your vendor is HIPAA and PCI DSS
certified, and can meet any other special security, business continuity and
disaster recovery requirements you may have.
Establish quality guidelines. Images should be as readable as the original
document. Make sure to do test runs and make corrections necessary to ensure
your quality goals are met. Quality control should also address indexing—a
quality image isn’t of any use if it cannot be found.
DATAMARK offers backfile conversion services and Electronic Document
Management solutions for companies across all industry sectors and
government organizations.
We are HIPAA and PCI DSS compliant.
To learn more, visit:
www.datamark.net© 2013 DATAMARK, Inc.
10 Backfile Conversion Tips
top related