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There are two sides to implementing a document management system in your business. First - there is the "legacy" side of your record stores. These documents you now have must be scanned to electronic digital images - so they become electronic documents. The other side is the practices, processes and systems you must put in place to reduce the document scanning process altogether and work only in a paperless office environment.

Since the first step involves scanning 7 to 10 years of paper records and documents - proper preparation of your files and records in order to facilitate a quick and accurate scanning and recording of these new electronic document images cannot be overemphasized. To prepare your records for document imaging services, follow these simple steps:

  • Group your documents together logically (by category, topic matter, etc.)
  • Insure that papers (pages) are in the proper folder
  • Package the folders (aka 'documents') within boxes
  • Prepare a written inventory of what "documents" (folders) are in each box
  • Group the boxes together into batches
  • Prepare a manifest of the complete shipment


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