Reaping the Rewards of Imaging: Designing & Implementing an Imaging Project
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This document provides a comprehensive guide for organizations looking to transition from paper to electronic imaging, highlighting the importance of planning, choosing between in-house and outsourced solutions, and implementing effective change management. It emphasizes the necessity of keeping staff informed and trained throughout the conversion process to ensure a smooth transition. Key strategies include maintaining document accessibility, clear communication, and adapting systems to address ongoing needs.
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Reaping the Rewards of Imaging: Designing & Implementing an Imaging Project
- 2. Imaging - are you ready? If your organization is thinking about, or has attempted an imaging program, this presentation should be helpful to ensure the program’s success. It wasn’t long ago that less than 50% of imaging initiatives were successful. While those numbers are better today, at TAB we continue to see failed or stalled attempts to move from paper to electronic images every day. And we want to help!
- 3. The Benefits of Imaging Faster and more efficient RM processes: – Indexing – Retrieving – Storing – Sharing – Maintaining So how do you get started?
- 5. Designing the Project: In-House vs Outsourcing Deciding where the conversion will occur is critical. You can outsource the project to a professional records management company, do it onsite with your own staff, or combine the two. So how do you decide? Doing it in-house means investing in an imaging system and conversion software, and it’s likely you’ll need additional personnel and space to operate the system you choose. However if your organization is converting large groups of historical documents then you may want to consider outsourcing to a company specializing in document conversions. Outsourcing will eliminate the costs of purchasing equipment, and training or hiring personnel to image documents.
- 6. Back-file vs Day-Forward Deciding between in-house and outsourcing is more difficult if both back-file and day-forward conversions are required. Your organization may want to use a document conversion company to execute the back-file conversion while an imaging system is implemented onsite to handle day-forward production. Are you scanning in process or post process?
- 7. Designing the Scan Process • Steps to take: – Document Preparation – Scan – QA – Indexing – OCR – Release/Import – File Reassembly
- 8. How you design and implement your imaging project is also determined by the tools you acquire. Will you be using a scanning tool embedded in the storage application, or purchasing production scanning software? What type and size scanner will you purchase? How is process design effected by the limitations and opportunities afforded by your tools program to ensure that tools are used effectively? Implementing an Imaging Project
- 9. an approach to transitioning individuals, teams, and organizations to a desired future state Change Management ” “ One of the most important challenges is to get staff on-board with imaging!
- 10. Start with a Kick-off meeting! • Introduce the Change • Provide Project Overview and Timelines • Provide Progress Reporting • Show Output and Advantages • Allow for Input
- 11. Make the conversion process painless by keeping documents accessible during the conversion process. Develop a simple retrieval method during conversion and communicate it to the end users during your kick off meeting. Keeping Files Accessible
- 12. Keeping staff informed of progress, as well as any problems or issues that arise throughout the duration of the project is essential. Many people will have questions and concerns, and you should anticipate these and provide the necessary information as soon as possible. Good communication between personnel and key stake-holders in the project is key for the success of your document conversion. Keep Everyone Informed
- 13. Train Users Retrieval Output Day-Forward Develop a training program for key stakeholders that addresses locating documents, their use and using them effectively in their work space. Day-forward strategies that support processes should be addressed teaching how to continue to convert ongoing documents.
- 14. Running Parallel Systems Do you have staff that would find a technology change challenging? Often organizations have determined that maintaining their paper systems is an effective way to manage late adopters to come onboard with the changes. In real life we have encountered conversions that were abandoned completely because critical corporate stakeholders at executive levels refused to support an image only environment.
- 15. Final Step: Review and Adapt • Transition from post-process to in- process scanning • Reevaluate document types • Complete any necessary software updates • Reset security and access
- 16. Thank you! For more tips on how to design and implement an imaging project at your organization, visit www.tab.com/imaging.