Common Myths in Scanning and Document Management
Scanning is Document Management
This is the most common misconception about document management. Scanning is just the tip of the iceberg. Finding, protecting, and sharing files is the goal for this. You need to plan, and structure taxonomy, indices, and document ownership among numerous other factors. More importantly, you need to understand the impact of your existing business processes, workload, and procedures.
Backing-up Files on an External Hard-drive is All You Need
When disaster strikes or in case of data loss, chances are good that if you are storing your backup hard drive in the same place as your master copy, they'll both be destroyed. If data loss is due to a virus or malware and the backup drive is connected to any of the machines with the master copy, the backup could likely be infected as well.
Backing-up Files on an External Hard-drive is All You Need
When disaster strikes or in case of data loss, chances are good that if you are storing your backup hard drive in the same place as your master copy, they'll both be destroyed. If data loss is due to a virus or malware and the backup drive is connected to any of the machines with the master copy, the backup could likely be infected as well.
OCR
OCR is an oversold technology. Most Document Management Systems, if not all, has OCR technology. However, having an OCR is not enough. What you want to know is if the solution has a complete technology - a combination of OCR, smart data extraction, and machine learning. This is because OCR by itself does not know what to do with the information it reads. This would require human extraction, and outsourcing to a third party - which involves people putting data processed by the OCR into predefined fields. In this scenario, data entry is done by trained personnel or an outsourced firm and takes time as the data is being populated by people, typically 24 to 72 business hours.
Scanning is 1 person with a Scanner
Can’t even begin to count how many companies attempt this. Based on our experience, some companies have bought very expensive equipment in an attempt to do this, but only manage a thousand (1,000) pages a day when it should have been at least twenty thousand (20,000) pages a day. Like most business processes, it is all about core competency.
Ready to upgrade your Document Management? Trust The Expert!
Archive One has the capability and knowledge your company needs to convert to a paperless office or manage your digital records system and eliminate offsite storage costs. We can help organize your files to be scanned and choose the right document management system so your business can have a high-quality system to optimize your information workflow.
Archive One is a document management system (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents needed for retention and audits. With our partners' help, we provide an end-to-end document management solution from scanning to document storage at a highly competitive price.
