Imaging your records is a great way to become more efficient - it can speed up almost every records management process. Click through this 16-slide presentation and learn the steps to designing and implementing a smooth document conversion.

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?

4. Designing an
Imaging Project

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However if your organization is converting large groups of historical documents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.