One of the most common questions we get is, “So what exactly does Sivad do?” We will explain the services we offer and for those who’ve seen or used services similar to ours, they get it. For others though, it’s not so clear. It was on one of these occasions that I decided to explain it visually and the light bulb went on in the person asking. Since that time we always use what I call the “Sivad Business Solutions Framework” to describe what we do, and how it can make a company more productive and profitable. Recently I had someone film this visual model in a meeting so that it could be used to answer this question in the future. I’ve just added it to my latest blog post and we’ll soon be adding it to our website. I’d love it if you’d take a few minutes to watch it and let me know what you think.
I could have called this blog post 6 tips to go paperless, but I would have lost all touch with reality. Ever since “going paperless” has become a popular catch phrase, the amount of paper companies’ deal with has actually increased, not decreased. It will be a long time before the human race looses that comfort feeling of holding a piece of paper in their hand. So, while going completely “paperless” might not be a realistic goal, having better control over all of the documents and information within your business is. The reasons are obvious – less storage needed for paper, disaster recovery for all of your company’s knowledge and most importantly, you’ll have significantly faster access to the information needed for your business to run and prosper. The question is where do you start?
1. Get full commitment from all your employees
A critical first step in this process is to get full commitment from your employees. Understand that you are getting ready to change your business paradigm. Old habits die slowly and everyone hates change. Without full commitment, your employees will tend to go back to the way things have always been done and your plan will go nowhere.
2. Evaluate, plan, execute
After you have received commitment, sit down and look at your current business processes. Where are the document bottlenecks? What are the most common areas where documents are needed to be accessed quickly? How do documents currently get filed? Do all employees file and retrieve documents in the same way? If not, they should. Once you have found the areas that need improving, develop a plan on how documents are going to be captured digitally and which ones you want captured. This includes who will be processing the paper to a digital format and how and where they will be stored. The only way a document management project will be successful is if all your employees know where and how to retrieve documents.
3. Start Small
Too many times I have seen companies start a document management project by converting every piece of paper to digital images all at once. This leads to mass confusion and loss of employee commitment. Remember, you are changing business processes here. The old way of doing things has taken a long time to learn, so do yourself a favor and start small. One department, one type of document, one vendor, one customer, or however you decide to start, make it small to see the quickest benefits.
4. Hardware and software tools
The operative word here is “tool”. Some customers believe that by purchasing and installing software, all of their problems will be solved. After one installation, I had a business owner ask me, “When does the software start scanning and filing all the paper?” Software is a must-have tool for a document management project, but you still need to involve people and processes to make it work. Here is a checklist of questions to ponder when selecting the right tools (in another blog post I will try to dive into these questions in greater detail).
1. Do you need software? With a scanner from Best Buy and Adobe you have a document management solution. You can create PDF’s and save them to your computer or your network. For an individual or very small office this might work, but believe me when I tell you this solution will out grow itself very quickly.
2. So you have decided you want a true document management software solution. Which one do you pick? If you Google the term “document management software” you will receive 16,200,000 results to choose from, good luck! I have sold a number of different packages over the years, some good and some just over priced. These days software vendors have targeted small and medium business with very affordable, robust solutions. While I am not advocating any specific packages, here are you some features that you should consider.
a. Easy to learn and easy to use – Do not buy any software package that takes 6 months just to figure out how to scan a document. You want to be up and going in the first 2 weeks. Remember we are changing paradigms here and we know your employees do not like change. If the solution is not easy to learn and use, they will sabotage it and any plans you might have for greater productivity.
b. Flexibility – Even though you are buying an off-the-shelf software package, you want it to be flexible enough to adopt your current naming schema in the manual world. The idea is not to change your processes to fit the software package, but have the software package automate your current manual processes.
c. Scalability – Look for a solution that can support from 1 to 1000’s of users without having to totally strip out the software and replace it with a new package.
d. Installed vs. hosted – The traditional way to deliver a document management software solution is to have it installed on your desktops and server. In the past several years a hosted version of this has become very popular. The software vendor hosts the solution on their servers and you access it via the internet when needed. For a small business with no IT staff this is a great alternative to explore. You get all the benefits of the system without the headaches of technically having to support it. One question I would ask the vendor is, if there is an option to move your hosted installation to your company’s servers down the road as your company grows. Eventually as your company grows you will want total control over the system to manage users better, control security and add features as needed.
e. Open architecture – This is not as big of a deal as it used to be, but do not purchase a solution that is proprietary and will only work with a small number of scanners, 3rd party software packages, image formats, etc. There are too many good open packages to choose from.
f. Feature rich – You might not need them now, but as you see your processes become streamlined, you will want to take advantage of optional features to help your solution grow. A few features to look for are automated capture and indexing, integration to other applications, Workflow, Electronic forms, and more. I will drill down in this more in an upcoming blog post.
g. Secure – This goes without saying, but make sure there is security built in to every part of the solution.
h. Well supported – First and foremost, a human being to answer questions no matter if they are technical or feature questions. Just as important, ask how often they release new revisions and if they use the latest development technologies. I have seen one too many software companies who produces a product and for the next 10 years does nothing to change it. They collect their profits each year in annual maintenance charges from customers for basically an obsolete product.
i. Find help – Finally, find help in choosing a product. There are value added resellers in every major market. They understand the products, different implementation options, and are able to look at your current technology infrastructure to advise you of the best path to go down.
3. What about the hardware? If you are going to install the system within your company and you want to have multiple employees access it, you will need a server. What server will depend on what software you purchase and this should be discussed before purchasing the software.
Scanners – If you are serious about a document management project do not purchase one of those $300 all-in-one printer, scanner, and copiers. It will not work! There are three paths you can go down and you might decide on one or all three.
1. Desktop scanners – If you go into just about any doctor’s office anymore they will take your insurance card and drop into a scanner on their desk. These are very convenient for ad-hoc scanning, but are not a good option if you are trying to scan a room full of documents.
2. Departmental / production scanners – If you are scanning over a thousand pages a day you’ll want to make the investment in a good scanner. They are faster and have a higher duty cycle (how many pages they can handle a day). For both the desktop and departmental / production scanners you cannot go wrong looking at the products from Kodak, Fujitsu, or Canon.
3. Multi Functional Peripherals (MFP) – This is your big printer/copier that is somewhere in many offices. Most of all of them offer options for scanning, but for large jobs you do not want to tie up this machine and not have other users able to print to it or copy because someone is scanning a thousand sheets of paper.
5. What to do with all that paper
Building that huge collection of paper in filing cabinets didn’t happen overnight, so converting all of that paper to digital images will also not happen overnight. Most customers are surprised how long and how labor intensive it is to get all of their old documents (commonly called backfile) scanned and stored on the computer network. Tackling these documents can become a big decision. Some customers decide to only scan new documents coming in (day forward scanning) while others scan in backfile documents only when they need to go pull them. Other customers work a plan where they will scan a year’s worth of backfile documents every 6 months, still other customers decide to use an outsourced service to do all their scanning. Whatever you decide, make sure it fits within your current business processes.
Probably one of the most difficult of these 6 tips is to have patience. To really get the processes created and worked out, it will take at least 6 months to 1 year, but if you stick with it, the pay off is well worth the time spent.
Photo from Jeffrey Beall on Flickr
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