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:
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.