In the business world, the right preparation can result in tremendous dividends down the line. If you are reading this, chances are you’ve probably already committed to implementing some form of enterprise content management (ECM) system. You’ve committed to put in a lot of time, energy, and effort into researching a solution, choosing a vendor, and acclimating your staff to the transition from paper processes to digital. You’ve studied your enterprise, consulted with staff and other professionals, and outlined a plan of action. But what’s next? What steps can you take now to get the most out of your upcoming software implementation?
The logical starting point for most organizations is to commence backfile scanning. This will enable immediate access to your existing records and files as soon as your ECM system is implemented. You will need to decide whether onsite or offsite backfile scanning is your best option. Should you choose to box up your documents and send them offsite for scanning, AIM Document can ensure that those documents remain searchable and available for the duration of the scanning process, making the process quick, smooth, and painless.
As you are converting your backfiles to electronic media, it is important to enact an indexing scheme that will be meaningful to your organization regardless of which department is attempting to retrieve information. Assess the needs of your entire enterprise, and take into consideration suggestions from staff from various levels of your business. Thorough planning is critical. Establishing an indexing scheme that is relevant to everyone in your organization may be one of the more difficult aspects of your conversion to paperless processes.
As you develop an indexing strategy, be sure to take into consideration your future searching needs. AIM document can help to establish an indexing scheme that will be meaningful and relevant as your organization expands.
When you think about security, you want to consider it from some different perspectives. Obviously you will want to place limits on who can access specific information. Knowing in advance the security restrictions that you are planning to offer to different departments and individuals can help expedite your transition from paper to electronic processes.
In addition to considering security from the perspective of your staff, you should also think about it with respect to compliance requirements. Specifically, you should take into consideration lifecycle management strategies that are mandated by your industry. Regulations often dictate the amount of time that certain records need to be retained. Going into your installation, you can talk with your vendor about automating retention and destruction schedules for your records. AIMVault’s seamless integration with AIM Document’s stringent retention management processes can ensure that documents will not be kept beyond their retention requirements, and will not be destroyed prematurely.
Don’t underestimate the value of a consultation with our professional services department. We have over twenty years of experience with ECM implementation and digital image conversion. Let us show you how taking advantage of this experience could be an investment that will pay for itself many times over.
As most organizations are aware, ECM implementations sometimes do not meet the needs of organizations. Sometimes they even fail. A consultation with our professional services team can uncover potential roadblocks to success as well as streamline efficiency.
We can help you to formulate a business process analysis to optimize processes throughout your organization in ways that you never dreamed possible. Our professional services team can work with you every step of the way, from discovery and design through implementation and support. Furthermore, if you want to address any needs that might involve customization, it can be extremely beneficial to address these with our services team prior to software implementation
Industry experts agree upon the rule of Ps: Proper Preparation Prevents Poor Performance. By making efforts up front to get the most out of your ECM installation, you ensure significant dividends down the line. We may be able to make further recommendations about how to make the most of your pre-implementation phase. Contact us now to ensure that your needs are met in the future.