Most managers that converts a "less paper" office - or even a paperless office - are aware of the benefits. In terms of access to information, operating efficiently and providing superior service, digital preservation - in particular with a web-based system, the 24 / 7 remote access allows a browser - light years ahead of paper and mixed media . For organizations with cumbersome regulations and frequent tests are required, electronic storage and clear paper audit trailcan not keep up.
You are only in digital archiving? Trying to replace a simple system with something better or stronger? Ready to march with full automation of routine business processes? Regardless of what is driving the future of change, you can contribute to this checklist to avoid common mistakes.
Electronic Dictionary
I. The search for a project leader with a vision
Executives, managers, and users are crucial for the barriers to efficiency, and what needsbe addressed. IT staff needed to respond effectively to these needs, translating them into a concrete project. How to share the team to consider the project to be reality, you must:
* Verify that the drive to automate business challenges. What are your goals? Understanding the factors leading to better solutions.
* Choose a sample design for digital archiving and project automation. The person business documents and business processes and understandallow the passion for the role of IT in effective positive change.
* Choose an IT manager, along with the Champion. This person should understand the business challenges of the application should resolve, as the nuances of your IT infrastructure.
* Conduct a thorough analysis of the company. If you plan to automate the process, necessary, or is it obsolete? What rules of procedures, tasks and documents concerned govern? Can the process be streamlined andbe improved?
II evaluation of information needs and potential security risks
Before starting a project document management, consider who needs access to information. Note: The access should be denied the right to approve or the ability to change or signing documents. file to use enterprise-wide basis is essential. You should:
* An inventory of document types in your organization.
* Learn how files are organized and how to find workers for them. Check out a widesociety's needs and your department needs.
* Determine whether any kind of document by department, function, specific users, etc. must be secured
(For HIPAA, Sarbanes Oxley law, etc.) * Consider the rules governing access to information and access, to help meet.
* Assess the importance of a Web-based Electronic Document Management (EDM) solution for your business. Even organizations with a single position to benefit from remoteAccess your documents anywhere, anytime.
* Make sure your system to access documents and data, based on criteria such as location, department, role, and to restrict users.
III. Develop security policies
An EDM system with configurable management can control who has access to and acts on your file so that clear audit trails. However, the basis for the safety and sound corporate policy of communication to help people. Make sure that:
* CreateA policy of information management, if you do not have. The rules must be simple so that they are not ignored. Reinforcing the company's policy on a regular basis.
* After conversion to electronic storage, make regular checks to make sure you have the details necessary to demonstrate compliance. Make adjustments or the communication system, if necessary.
IV Ensure proper storage of electronic documents
Too often, the data stored in different systems that are in isolated silos of data, difficult economicThe efficiency and compliance. An integrated EDM, you can collect documents from various sources so that they can be accessed at the central level, retrieved and searched.
* See the items should be stored: paper documents can be scanned images, mail, fax, voice, video, online forms, screen scraping websites, portals and applications, e-mail.
* Ensure solution EDM shops, or points, more data and document types, so that allYour data can be indexed and searched recovered safely from a central system.
* Consider the data being collected regularly in reports. By automating the extraction of data and print reports in PDF or TIFF, not only to avoid the paper, report, digital and can be stored and retrieved securely, but now from anywhere via a Web browser.
* Clear and consistent rules for the long-term storage of documents that have left the corporate life cyclebut must be maintained in accordance with the regulations.
* Create clear and consistent rules for the timely migration, cleansing and destruction in accordance with company policy that government regulations and industry support.
V. Determining Total Cost of Ownership (TCO)
Even if you have experience with EDM and automation projects, it can be difficult to determine the TCO of an EDM or business process management (BPM) solution. Here are some things to consider:
* Assess'full requirements to operate the storage system chosen EDM and BPM solution you can use to automate processes.
Determine the necessary updates to existing infrastructure.
Assess whether benefit most from high speed or desktop scanner, and if you use features such as duplex or color.
Evaluating software to determine whether the EDM solution can process structured and unstructured data. Maintaining the long-term goals in mind. Verify that the software has aopen architecture to allow web services to complete full integration with existing applications and data.
Consider if the professional services required for the integration of systems.
Your proposed solution requires custom programming? Can your IT team to manage internally, or need professional help?
Determine whether it is better for you, in-source or out-source document scanning and indexing. If you like, internally, you must set up temporary staff, orAdding support in other areas, while the employee files converted to?
Consider if you have provided long-term control through the purchase and operation of a preferred software solution or if you are willing to give some control to the short-term savings in a hosted solution usually allowed. Influence your decision and cost control.
significant increases in mission-critical electronic data requires daily backups on a tape to disk or other media. The distance, speed,and memory is needed to determine costs.
* After determining the expected total cost of ownership, do not forget to calculate the expected savings from implementation. Normally the efficiency gained by a powerful software solution to cover the installation costs within a year, and sometimes within a few months. After cost recovery, cost savings usually rocket.
VI. Develop a plan of indexing or file
Just like using an encyclopedia, employees determine the success of finding information on whatneed and how they need it. Since each business requires different information, developing a file plan to help people find information in the electronic documents - crucial - today and tomorrow. Make sure that:
* Involve the managers, end users and IT. In this way everyone can fully explore the business needs and the ability of solution. It will also help non-technical personnel and other challenges to understand and improve cooperation.
* Analyze each document type, whoseSource life, and important information about each document to the content.
Involve consumers in indexing. This will help you to crawl (unless otherwise future needs for data on documents in possession), and to avoid indexing (also irrelevant data no one looks or cares).
* Rate business needs for data stored in documents, as well as processes that require these documents. Even if you start the first automation projecta single department or process within a department, do not always review the plan for indexing if you think carefully now.
VII market the new initiative for users
The best projects are meaningless if not supported, and then embraced. There are several practical steps you create the conditions for success can:
* Communicate the benefits to the user before the project begins.
* It shows how people's lives be made easier by digital storage areand automation.
Involve end users in document-and process analysis. They are the ones who know their routine and the best you can with the necessary details to ensure nothing is missed to provide.
* Establishing goals to help people see and celebrate progress.
* Consider incentives to help people and promote the benefits of greater efficiency through the solution.
* Recognise and celebrate personal milestones when the projectmet.
Successful projects begin with a solid plan. Be sure to check an honest assessment of your needs, all options and choose a reputable supplier of EDM and BPM software with a high-performance and experience. They will also be ready for success, and when it reaches, will never see again.
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