Choose the method to suit your preferred way of working, implement it in earnest and then be amazed at the improved efficiency throughout your business!

DOCUMENT SCANNING

The past two to three years has seen an explosion in the implementation of scanning systems in the UK. Partly fuelled by the availability of low cost scanners and scanning software.

Prior to this most systems for scanning documents were specialised “stand-alone” systems costing thousands of pounds. Such systems often stored scanned documents in proprietary formats thus tying you in to the supplier.

Also, because they were stand-alone and not integrated with your Customer Database there were no add-on benefits.

If all you’re seeking is to convert your paper archives into electronic form to save on document storage then fair enough. How much better though if you also gained additional benefits at no extra cost.

Such systems would then pay for themselves & even generate extra profit.

Before choosing your system, think about your objectives and the anticipated benefits. These could include …

•      Reduced storage costs

Simply by scanning incoming documents and either shredding the originals or returning them to the sender. Those originals that you do need to retain being very much the exception.

•      Reduction in paper costs & staff time

No need for photocopies for multiple readers. They simply look at the screen image.

•      Improved productivity

With information at their finger tips fee earners don’t waste time looking for files. It’s amazing the difference the absence of clutter makes.

•      Reduced telephone costs

when a client telephones you can take the call knowing all information is available to you at the click of your mouse. How often now do you need to call back when you’ve found her file?

•      Improved Level of Service

The hidden route to profitability. Simply providing a more efficient service leads to more business from existing customers & referrals leading to new customers.

To achieve these benefits you need a Document Management System integrated with your Customer & Prospect Database.

 Your Database needs to include …

ü     Outgoing Correspondence – Word documents, Excel Spreadsheets, …

ü      Incoming Correspondence – Scanned documents in TIF, PDF, MDI formats

ü      Incoming & Outgoing Email with Attachments – So the potential loose cannon in your office is
     secure

ü      Application Generated Documents – automatically captured as PDF

ü      Notes, Memos & Reminders – Electronic versions of Post-it notes, diary entries …

Scanners

Before buying a scanner make sure it’s compatible with your Document Management System. If its TWAIN compatible then it’s likely it is. Things to consider are …

• The Cost – Prices range from £50 to ££££’s

• Multi-feed or Single Feed – With a sheet feeder you can scan a 7 page document in one operation.

• Do you need a Flat Bed Scanner – typically for scanning thick, torn or odd shaped documents that are unsuitable for a multi-feed hopper.

• Some scanners have both flat bed and sheet feed. Typically they’re more expensive so if space is not a premium then it’s cheaper to buy a low cost single feed flat bed scanner and a multi-feed scanner without flat bed.

• Your daily volumes in pages per day. Check out the scanner specification to ensure that it can cope with your anticipated volumes. Scanners can vary from as low as 400 pages per day to 100,000 or more.

• If your volumes are high you may decide to scan in batches. Typically this involves inserting a separator page between each document. For example, some Fujitsu scanners require the separator page to have a notch at a defined position. Others require a bar coded page.

• I’ve used the Fujitsu fi-5750C and it does the job well. In essence it separates each single/multi-page document in the batch into separate files. The user then allocates each document to the relevant customer or personnel folder.

There are other things to consider too …

The amount of disk storage varies according to the type of scanner & image format. Do you need to scan in colour? Scanning at 300dpi – normally sufficient – takes up less disk space than scanning at say 600dpi. And scanning in colour takes up considerably more space than B & W.

• A TIF or PDF Scanner?

PDF files take up less room than TIF. If your scanner scans to TIF and you prefer PDF you can use freely available software that will automatically convert a TIF document to PDF.

For details of a free software utility to do this email -info3@practicenet.co.uk.

• Do you need more than one scanner?

Some scanners are physically connected to a PC whilst others are connected directly to the office network. The larger devices, similar to photocopiers are invariably networked.

So depending on your choice of scanner and method of working will determine whether you need more than one.

You may decide to purchase one high throughput scanner and one or more low cost scanners spread throughout the office for convenience.

Processing Scanned Documents

You should decide upon your method of working … 

• Scan directly to the relevant client folder. You may need to refer the document to a member of staff to deal with.

• Decide which person in your office is to deal with the document and then scan it to that person’s folder. Once dealt with the document can be re-located in the client’s folder, (a simple drag & drop is usually all that’s needed to effect this).

• Scan every document to a temporary folder. Subsequently allocate to a member of staff or store in the relevant client’s folder according to your method of working.

• Some large network scanners have their own disk drive on the network. Documents are scanned to “bin numbers”. Typically these could relate to your personnel who would subsequently access their documents from their allocated “bin”.

The wide variety of scanners available today means that you can decide how you want to operate. Then choose the scanner to suit your method of working and of course your budget.