Getting It Right from the Start-How To Plan, Execute and Benefit from a Digitising Programme

By: In: Information Governance On: Nov 11, 2015
Getting It Right from the Start-How To Plan, Execute and Benefit from a Digitising Programme

Success in records and information management takes planning, organisation and a strategy for taking control of your migration from physical to digital media. Done well, it will help your organisation limit information risk, manage costs and lay the foundation for big data analytics.

Here are the six steps towards successful digitising:

  1. Assess the Situation

Any project aimed at converting physical records to digital must start by establishing some basic facts. You need to know where your records are located, whether they are being tagged properly, and what technologies are being used to create and store records.

  1. Define Your Goals

Whether your digital records project is large or small, decide what you want to achieve. For some, it could be speeding up customer service enquiries. For others, the goal could be increased document sharing and collaboration.

  1. Examine Manual and Paper Intensive Processes

It’s not just about effective document scanning, but also eliminating the flow of paper into a process. For example, people may be turning electronic records back into paper for processing. Look at the processes you want to transform carefully.

  1. Prioritise Judiciously

Determine the importance of each document for scanning so you scan what you need access to. This will eliminate the need to use paper as part of a business process. It will also allow you to create easily indexed records in a common, searchable format.

  1. Bring People With You

In order to achieve change, you’ll need to convince senior stakeholders and the people who use information in their jobs that digitising will benefit them. Work closely with both to create and deliver a plan that’s fit for purpose and makes a strong business case.

  1. Plan and Evaluate

Look at the systems your business uses for scanning records to capture information and consider the value of simplicity. Working with Iron Mountain will give you access to the latest thinking on digitising and the guidance of a trusted advisor.


Our short guide, Getting It Right from the Start, The Basics of Digitising, can help you take these important steps.

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About the author

Phil Greenwood

Phil Greenwood is Country Managing Director & Commercial Director at Iron Mountain responsible for delivering information and records management solutions into the UK's largest Public, Private and NHS customers. Phil directs and runs specialist sector teams aligned to the sector specific requirements of Iron Mountain's clients. These requirements demand innovative solutions that deliver compliance and governance as well as efficiency and cost cutting in order to transform business results and improve the way organisations use their information. Phil has over 10 years' experience working with UK and International records management. He is involved with the UK Information and Records Management Society. Phil has worked within service delivery and customer facing roles, as well as in general management roles within the outsourcing and information management industries. Legally qualified, Phil has also spent time as a fee earner within law firms and has a strong understanding of the way that information and services drive the core business of client organisations.