Properly Implementing a Scanning Solution

For companies around the world, document scanning has proved to be an invaluable asset. Converting their data into digital files and storing them electronically — and turning their offices into practically paperless environments — proves advantageous in numerous areas, including better service, faster turnaround, improved compliance, enhanced collaboration, and significant cost savings. Not to mention bidding farewell to missing or lost documents.

However, there are mistakes many businesses make when implementing a scanning solution. By simply doing your homework ahead of time and thoroughly analyzing your company and its needs, you can avoid these document scanning pitfalls.

One of the most common mistakes made by businesses when choosing a scanning solution is underestimating the size and scope of their workload. It is important to understand how your company will be utilizing document imaging, and exactly what your scanning volumes will be. Not just your average daily volume, but also taking into consideration your peak volumes during crunch times. Failing to do so can leave you ill prepared, outgunned with the wrong speed or not enough scanners.

Another trap to avoid when selecting a scanning solution is failing to involve all stakeholders within a business. Leaving end-users and departments such as IT and customer service out of the coordination of and planning for a solution is a recipe for disaster. A company can easily end up with a system that isn’t tailored to their needs or requirements, or compatible with your existing infrastructure. This can be avoided by including everyone necessary in the planning process.

Once your document scanning solution has been selected, the final major pitfall is going all in — deploying the entire solution all at once. Attempting to roll out the whole system can overwhelm a business and its staff, and result in major bottlenecks or breakdowns. A phased implementation approach is the ideal way to begin your practically paperless journey. By deploying your solution at a more reasonable pace — by department or group — you gain the additional benefit of experience to identify and implement best practices.

For more information on our Document Management solutions, visit our website at:
http://www.momnet.com/Business-Solutions/Applications/Imaging

Creating Organizational Efficiency In Small and Medium-Sized Businesses

For small- to medium-sized businesses (SMBs) that need to handle high volumes of paper documents and records, today's scanners and multifunctional printers (MFPs) deliver new levels of organizational efficiency. Doing a little bit of homework before you shop will help protect your investment, ensuring that you end up with the right equipment to suit your office’s needs.

WHAT TO LOOK FOR IN YOUR DIGITAL SCANNER or MFP

Prior to purchasing or leasing a digital scanner or MFP, take the time to review multiple makes and models available. Find the machine that best accommodates the needs of your company and is not more or less than you need to get the job done.

Various desktop models offer a wide range of capabilities, including document capture, to help SMBs focus on increasing productivity while improving critical business processes. With the transition toward a digital workflow, many SMBs are looking for ways to increase their overall organizational efficiency. They need a flexible, reliable document capture platform for managing critical records such as HR forms, auditing records and legal documents.

Scanners and certain MFPs with flexible paper handling capabilities support the scanning of small plastic cards, delicate onionskin paper, and lengthy documents. Users who need to share and manage their essential information across multiple locations can benefit from models with one-click output destination features, enabling them to easily scan, e-mail, file and sort documents.

The accuracy of data in scanned images is another crucial component of business process management. This is achieved through dynamic image-enhancement capabilities that effectively streamline the precision and detection of color.

Investing a limited amount of time and research will lead you to the right scanner or MFP, which can vastly improve the efficiency of your organization.

For more information about our solutions, visit our website at: http://www.momnet.com

Document Management Basics

Your business generates large amounts of paper and electronic documents. As your business grows, so do files, and the time and effort required to manage them. Storing, managing, distributing, and accessing information from this enormous volume of data can prove to be quite a hassle.

Digital document management revolutionizes the management of information and provides the ability to rapidly find, retrieve, and share all the documents in your repository. So what is digital document management and how does it works? What are the essential components of an enterprise-level digital document management system, and the technical issues you must consider?

Digital Document Management

The process of digital document management begins with the conversion of paper or other documents into digitized images. These images can be easily organized and quickly retrieved, indexed, and archived. When files are scanned or electronically converted, a high-resolution digital copy is stored on a hard drive or optical disc. Templates, or electronic index cards, can associate information, such as author, reference number, date created, or key words, with a document. Files can still be viewed, printed, shared, and stored. Which documents users can read and what actions they can perform on these documents depend on the level of security that the system administrator has assigned to them.

Digital document management represents a significant advance over storing information on paper. No longer just ink on a page, the document becomes active content after processing by Optical Character Recognition (OCR) technology. A document management system should offer effective search tools for document retrieval, including full-text search, template field searches, and a visual filing scheme that permits users to browse for documents. The best systems will allow you to find documents using a combination of all three methods.

Document management leverages the value of paper documents. Files can still be viewed, printed, shared, and stored, but with digital document management, these files have the enormous advantage of having active content. You can easily search files with active content, and you can create workflow rules to automatically route files to users.

For more information on our Document Management solutions, visit our website at: 

http://www.momnet.com/Business-Solutions/Applications/Imaging