Many questions arise early on for organizations considering the adoption of ECM/EDMS. What are the hardware requirements? How many FTE’s can be re-deployed, and what training will they require? What about IT support? What type of scanners are necessary, enterprise, departmental or desktop? What about capture software and licenses? Service contracts? Network or bandwidth considerations?
Most traditional office equipment vendors sell scanners and scanning hardware, and many represent or sell scan capture software products as well. Many Vancouver scanning service bureau’s also offer scan capture hardware and software products for sale and do so with invaluable experience gained through rigorous trial and error over many years and in almost every situation imaginable. A scanning service bureau can offer additional value by suggesting the most efficient way to set up a scan environment for a client, potentially leveraging legacy systems and databases as well as other complementary technologies.
There are many factors that can influence the selection of scan hardware and software. Of particular concern are the need for back file conversion of existing paper records, and the day forward capture strategies for new paper documents entering the system. Any company that has been in business for several years will have significant volumes of paper housed in traditional filing cabinets, archive boxes and in offsite storage. If it is decided that all or most of these records should be housed in the ECM / EDMS, that will have a huge impact on the implementation strategy and costs.
For example, if company X determines it has several million pages of paper records to scan, or a whole library to digitize, it has some very important decisions to make. If company X chooses to do this work in house, they will need to commit significant financial and human resources to the task. They will need to invest in high speed scanners and capture software / licenses as well as service contracts, hire and train several supervisors and perhaps 8-10 operators, commit many hundreds of square feet of office space and assign valuable IT resources for the life of the back file conversion.
Alternatively, company X could retain a scanning service bureau to perform this work on their behalf, which can offer significant advantages over performing the work in house.