It’s estimated that a law firm with a hundred employees can quickly go through two million sheets of paper a year. That much paper can pile up expenses quickly; after all, the purchase, storage, and management of all that paperwork can be costly. This problem can be solved by converting all of that information into digital files.
However, it can be easy to make mistakes when moving to a digital medium. Thankfully, reliable scanning services like Spectrum Information Services (SIS) can help you avoid these expensive pitfalls. Here are a few of these that you should watch out for:
One of the misconceptions that many business owners have is that scanning everything will solve all of their documentation problems. Converting all of your data into digital form has its own setbacks, though; your documents can become a mess when not organized properly, for instance. Experienced scanning companies can bring their knowledge to the conversion process and help classify the files properly through auto-indexing. With proper implementation, future access of your files can be made easier and quicker. Your database will be up-and-running much earlier and you can see the effects on your productivity better.
Lack of Coordination
There are two sides of scanning your documents: the front end and the back end. The front end focuses on scanning and input, while the back end is where the files are stored and accessed by your employees. It is important that these two parts work smoothly with each other. For example, your front end needs to be able to produce data files that your back end would be able to index and output properly; you will end up with a major headache if your front end produces files in a format that your back end can’t store and display. Experienced document management services can ensure that your system works smoothly by coordinating all of the parts to work together.
Going Too Fast
It can be tempting to just scan everything in one go, finishing the implementation as quickly as possible. However, haste makes waste: If you try to do everything at once, you’ll end up biting more than you can chew. This is why professional document management services often go for the phased approach, scanning piecemeal so that the system isn’t overwhelmed and any problems can easily be detected and resolved.
These are just some of the mistakes that companies make when they try to shift to electronic document management. Avoid these roadblocks by hiring experienced document management services to assist you in your migration to the digital medium.
(Source: Digital law: Data’s impact on the legal industry, The Global Legal Post)