How To Prepare Physical Documents for Digitization

10.03.2024

For years, your company has stored valuable financial and legal records in filing cabinets at head office. Not only are they taking up space that could be better used to accommodate your growing team, but they’re also just sitting there… leaving them prone to risks like theft or fire. You want to go paperless, and you’ve even done your research to find a local records management company that can help you digitize your records and upload them into a dynamic information management system. But that’s not the hard part—first, you need budget approval. In this blog post, we’ll walk you through how to present a business case for digital records management—giving you insight into the challenges of storing physical records, the benefits of going paperless, and what a potential implementation plan could look like. You’ll walk away equipped with the knowledge you need to pitch this worthy initiative to leadership with confidence. We’ll talk about: The challenges of paper-based records managementThe benefits of digital document managementHow it happens: the implementation plan The Challenges of Paper-Based Records Management Traditional, paper-based records management systems are becoming increasingly unsustainable for businesses in the digital age. On average, companies lose 7.5% of the paper records they produce. These records are not only prone to physical damage, theft, or misplacement, but they also lead to operational inefficiencies that can hinder business growth. In fact, a McKinsey report reveals that employees spend up to 1.8 hours per day—about 20% of their workday—searching for information. As the volume of records and information continues to grow, so do the challenges of storing and retrieving them. Maintaining paper files not only increases storage costs but also complicates compliance with legal and regulatory requirements. Audits become time-consuming, and data retrieval becomes an obstacle rather than a seamless process. The truth is that businesses relying on paper-based systems are falling behind in terms of agility and productivity. Transitioning to a digital records management solution is no longer a nice-to-have option—it's foundationally strategic if your business wants to streamline operations, reduce costs, and improve data security. Benefits of Digital Document Management Now that we’ve established that relying on physical, paper-based records is becoming more of a hassle than a help, let’s talk about what digital document management can do for you. We aren’t suggesting you go paperless for the sake of going paperless—it's about making your workday easier, your processes more efficient, and your information more secure. Here’s how digital document management can do that for you: 1) Accessibility and Efficiency at Your Fingertips Imagine being able to find any document you need in seconds, no matter where you are. With digital records, you can. Instead of digging through piles of paper or storage boxes, your files are just a quick search away, securely stored in an intelligent information management system. Plus, if your team works remotely or collaborates across locations, everyone can access the same information instantly—no delays or messy handoffs. 2) Better Security and Staying Compliant Digital records give you more control over who can see or edit your important files. With encryption and secure access controls, your data stays protected. And when it comes to audits or meeting industry regulations (like GDPR, HIPAA, or PIPEDA), having a digital trail of who accessed or changed what makes staying compliant much simpler. 3) Cutting Costs and Scaling Up Switching to digital document management can save your business money by eliminating the need for physical storage space. No more paying for extra rooms or off-site storage. Plus, managing digital records means less time spent on administrative tasks and file retrieval. As your business grows, you can easily scale your digital storage without the headaches that come with finding more physical space. 4) Promoting Sustainability Going digital is also a great way to reduce your environmental footprint. By cutting back on paper usage, you're not just making life easier for your team—you’re also doing your part for the planet. It’s a win-win that customers and employees alike appreciate. 5) Freeing Up Space and Boosting Collaboration With fewer boxes and filing cabinets, you can free up valuable office space for more productive uses. And because digital records are easier to share, teams can work together more effectively—whether they’re sitting next to each other or on opposite sides of the world. By making the switch to digital document management, you’re simplifying your workday, keeping your data safer, and setting your business up for long-term success—all while cutting costs and helping the environment. It’s a smart move that benefits your whole team. How It Happens: The Implementation Plan WCD has a team of well-trained and highly-skilled records management and digital document management professionals that can guide you through every step of a major digitization project. Here’s a high-level look at a standard implementation plan to give you an idea of how we go about transforming those filing cabinets into easy-to-search digital repositories. 1) Assessment and Planning We start by evaluating your current records and identifying the highest-priority documents for digitization. From there, we create a detailed project plan, including timelines, resources, and budget, all outlined in a clear Statement of Work (SOW). You’ll know exactly what to expect at every step. 2) Technology Selection WCD handles everything you need for digitization, from our state-of-the-art scanning hardware to our skilled team and secure processes. We’re proud to be the only vendor in Alberta with two dedicated digitization facilities, which means faster, more efficient service. We also ensure seamless integration with your existing systems like SharePoint, OpenText, Box, and more, delivering digital files directly to your preferred platform. 3) Execution Once the plan is set, we kick off the digitization process. We start with a user acceptance test scan, followed by digitizing your high-priority records. Our robust quality control and assurance measures ensure that every document is accurately captured and fully reliable, so you can trust your new digital repository from day one. 4) Training and Change Management To make the transition seamless, we provide training for your team on the new systems and processes. We’ll also communicate the benefits of digitization to all stakeholders, helping everyone understand the value and get on board with the change. 5) Monitoring and Evaluation We don’t stop once the scanning is done. We continuously monitor the project’s progress, making adjustments as needed. Afterward, we evaluate the impact on your business—improving efficiency, enhancing security, and driving cost savings. Ready To Go Paperless? Let’s Talk! Digitizing your corporate records isn’t just a smart investment—it could be a competitive advantage for your organization. By boosting accessibility, strengthening security, cutting costs, and supporting your sustainability goals, you’ll streamline your operations and build a more resilient, future-ready business. Let’s connect and explore how we can make your transition to digital seamless and successful!

10.07.2022

5 Step Guide to Digitizing Corporate Records In a world of big data, digital information is proliferating each day. While many businesses have adopted new cloud-based technologies to manage the day-to-day, there’s another not-so-digital cloud of data lingering over them that has yet to be dealt with—their physical records.Those endless rows of filing cabinets left to collect dust in the far reaches of office storage aren’t going anywhere, leaving business leaders with a lingering question: how do we efficiently and sustainably manage all of these paper records? In this article, you’ll find simple advice on how to digitize your corporate records and go paperless once and for all. Let’s get started with the step-by-step basics: Define the scope of your collectionCreate a strategy for scanning your records Get organized and prepare files for scanningDecide how to digitally store and manage data Create a plan for day-forward records Rather cut to the chase and get expert guidance? Contact us today > 1) Define the scope of your collection of documents Before you can create a plan of attack, you need a full birds-eye view of what your physical records environment looks like. This includes the volume of your records, where they’re located, compliance requirements and more. Start by asking yourself the following questions. Location Are your records stored in filing cabinets? In bankers boxes? Are they all on-site at your corporate head office, or do other collections exist in storage facilities or at your field locations? Volume Do you have an accurate estimate of the volume of records you have in storage? As a general rule of thumb, one banker's box or linear square foot of storage (roughly that of a single filing cabinet drawer) holds approximately 1,800 pages. Usage Are these documents being utilized by anyone in the organization? How much of your collection (if any) can be recycled? What value exists within these stored files that you should make available digitally? Compliance Are there any compliance requirements you need to adhere to in this process? This question is particularly important for businesses in industries that have stricter regulatory standards, such as finance or insurance. If there’s a chance a document will be used in legal discovery or for evidence, it must adhere to compliance and chain of custody regulations. 2) Create a strategy for scanning your records Once you’ve determined the scope of your records collection, you can make an informed decision about converting them in-house or hiring third-party support. If your records collection is relatively small and you have sufficient internal resources, skills and processes in place, it may be feasible for you to digitize the records in-house. On the other hand, undergoing digital transformation can be a tremendous undertaking—and for some organizations, an expert partner is well worth the investment. Here are some of the reasons choosing an expert partner could save you time and money: Technology If your records collection is large, it would be cumbersome for your in-house staff to scan one document at a time. Leading technology like our IBML scanner can accurately scan and index up to 430 pages per minute. Expertise Digitizing a records collection is so much more than scanning pages. It requires knowledge of digital file storage, metadata, cloud-based ECM technology, compliance, records retention and more. The right partner will guide you through every step of the process with ease. Human Capital It’s likely that your employees’ time isn’t best spent on tasks that aren’t directly related to their job duties—and digitizing a records collection isn’t a feat that can easily be done off the side of a desk. With outsourced resources, your project will be completed with care and in a timely fashion. 3) Get organized and prepare files for scanning Transportation Unless you're scanning your records on site, you'll need to arrange for secure transportation from storage. Working with WCD, we'll arrange to retrieve and transport your records to our secure scanning facilities in Calgary or Edmonton following a strict chain of custody process. Here, records are securely stored until the scanning project is complete. Document preparation Document preparation for scanning can include removing pages from binders, removing staples and other fasteners, folding down corners and ironing out wrinkled pages. If this all sounds too tedious, don't fret—our digitization experts can handle it all. Document retention Before the digitization process begins, you'll need to decide what you want done with the records post-scanning. Often, companies want records securely destroyed but in some cases, they need to be returned to their original format (including re-stapling, placing pages back in binders, etc.). Your account executive will discuss the options with you. 4) Decide how to digitally store and manage data Do you already have an Enterprise Content Management (ECM) solution in place at your organization? If so, is it able to accommodate and effectively organize your new digital records collection? An ECM consultant will help you develop a strategy for storing and organizing this new information in a way that makes it easy for employees to access, search for and find information. If you don't have an existing ECM solution, here are some of the factors to consider when choosing one: Complexity of your information environment Do you have several departments that each need their own repository, or are you a smaller business that needs a single place to store information? The higher the volume and complexity of your records collection, the more likely you'll need a more sophisticated platform. Metadata requirements What type of search functionality do you need to retrieve documentation? For some records collections, this could be as simple as the ability to search for a file name. For larger digital environments stored across systems, ECM technologies like M-Files can help you search for and locate information in a matter of seconds by pulling advanced metadata like keywords within a document. Permission controls Do you require advanced measures for granting access to documentation, or are you fairly lenient? For organizations with stricter governance policies that are looking to protect sensitive information, consider opting for an ECM system that has built-in controls. 5) Create a plan for day-forward records As you organize records into an Enterprise Content Management (ECM) system, you'll want to develop a solid framework for your day-forward strategy. Put simply, a day-forward strategy determines how you will manage paper documents created from a certain date forward—mainly to prevent a new collection of physical documents from being created. For some organizations, this is as simple as stating that any physical records created in the future will immediately be scanned and digitally retained in the new ECM system. This prevents costly records management and scanning projects in the future, and encourages staff to get accustomed to saving documents in a central, accessible location. Your plan should address standard processes and accountabilities for day-forward scanning. Ready to go paperless? WCD is a leading Canadian provider of document imaging and storage solutions. Discover ways we can help your organization go paperless once and for all by reading about our Information Solutions.

04.13.2021

HR Teams: Spend More Time on People, Less on Paper Human Resources is changing. Today, many business leaders have an increasing expectation for HR to be strategic, forward-thinking and to run like a well-oiled machine – but in reality, HR professionals are consumed by administrative tasks. As gatekeepers to valuable business information like personnel files, payroll information and recruitment data, HR is one of the most information-intensive departments in the business. Challenges in managing corporate information Managing HR paperwork costs an average $300 per employee annually. It's the manual, paper-based processes that consume time, money and resources – not to mention they expose organizations to compliance risks related to security and privacy. Fortunately, there's a solution. HR departments who embrace digital transformation can simplify the way they work, save money, and eliminate distractions so they can focus on strategic priorities that help drive business performance. Information management solutions like M-Files enable HR departments to scan and convert paper records into searchable digital formats, apply workflows to those documents that automate manual tasks, and securely manage employee data no matter where it's stored – whether it's in network folders, email, ERP systems or elsewhere. Why you should make your HR files accessible online 1) Greater control Digitizing paper records and overlaying an intelligent information management solution will save your HR department time and money. With centralized digital access to employee and corporate information, it's easy to find the information you need regardless of where you're working from. No more searching through filing cabinets or network folders. 2) Stronger security and compliance Paper files are prone to risks like theft, fires and floods, leaving organizations exposed to privacy and security risks. In a secure digital environment, HR can manage who accesses sensitive information using advanced security controls and ensure valuable information is retained in compliance with corporate regulations. 3) Easier access for a remote workforce Is your organization's paper-based information stored away in filing cabinets? Is your staff struggling to access critical information easily and efficiently because they're not always at the office? With remote work on the rise, you can enable your HR team by making company records accessible from any device, anywhere. Not only will it make their jobs easier, but it will save the company time and money. Explore M-Files, a content management solution for your HR department >