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There are three functions that you must perform to get paper documents into a document imaging system. They are:
To scan and label a document requires about 10% - 15% of the time it normally takes to file a document into a paper-based filing system. Therefore, it will take you less time to process documents into a document imaging system then it does to maintain a paper-based filing system.
Document Preparation
Document preparation time will depend on the practices that your organization put into place once the system is installed. There are certain practices that you can implement that will reduce preparation time such as using paper clips instead of staples to keep documents together.
If you do distributed scanning where each staff member scans from a centralized MFP scanner, or if you do desktop scanning, there isn't any time spent on document preparation. If you do centralized scanning, documents usually arrive with stapes and paper clips to hold the documents together and someone must remove them prior to scanning.
Back File Conversion
You may want to convert your old files into the document imaging system. By scanning your old files into the system you will make the documents available to everyone on the network, you will eliminate file cabinets, and you will free up the space for other uses. The speed that you want to complete the conversion will determine whether or not you will need to hire additional temporary personnel.
Finally, the time you will spend on scanning will be dependent on the speed of the scanner. A scanner that scans at 40 pages a minute will take half the time to process documents as a scanner that scans at 20 pages a minute.
For a centralized scanning operation that is performing a back-file conversion, the following is a good rule of thumb to determine how much time it will take you to complete the job. The time table is based on a scanner that will scan at a rate of 50 pages a minute.
Learn how to choose the ideal document imaging system for your business in five easy steps...
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Document preparation