03.25.2025

You’re hunting for an important client contract that you need for a meeting—in fifteen minutes! You dig through inboxes, shared drives, and even a filing cabinet to no avail. What a pain, you think. If this feels familiar, you aren't alone. Many organizations are overwhelmed by the sheer volume of information they handle every day. When that information is scattered across systems or buried in stacks of paper, it slows teams down, introduces risk, and makes collaboration harder than it needs to be. That’s where information management comes in. In this article, we’ll explore the big picture: why information has become one of your most valuable business assets, and how managing it well can create a more secure, efficient, and future-ready organization. What Is Information Management? Information management is the process of organizing, storing, securing, and maintaining access to the information your business uses every day. This includes everything from scanned documents and spreadsheets to emails, forms, and contracts. It goes beyond where files are saved to how they’re structured, who can access them, how long they’re retained, and how easily they can be retrieved. Effective information management improves efficiency, supports better decision-making, and reduces risk. It also sets the foundation for information lifecycle management—a strategic approach to managing content from creation to final archiving or disposal. The Information Lifecycle: From Creation to Archiving Every piece of information in your organization follows a lifecycle—whether you’re managing a one-page form or thousands of project records. Understanding and managing that lifecycle is key to keeping your data useful, secure, and compliant. This process is known as information lifecycle management, and it typically includes five stages: Capture — Information enters your organization—whether through digital tools, email, or scanning physical documents.Organize — Files are indexed, categorized, and stored in a structured system, making them easy to find and use.Use — Employees access and collaborate on the information as needed, with version control and permissions in place.Store — Data is retained in secure systems for the required period, following industry standards or regulatory guidelines.Archive or Dispose — When information is no longer active, it's either archived for long-term storage or securely disposed of based on retention policies. When each stage is managed intentionally, your organization is better positioned to reduce risk, meet compliance requirements, and streamline operations. Without it, information becomes fragmented, duplicated, or lost—making everyday tasks harder than they need to be. Why Businesses Struggle with Information Chaos Despite the best intentions, many organizations find themselves overwhelmed by disorganized, disconnected information. The symptoms might look like missing files, version confusion, or delays in decision-making, but the root causes often run deeper. Here are some of the most common challenges: Disconnected Systems — When documents are spread across shared drives, email threads, personal folders, and paper files, it’s hard to maintain a single source of truth.Manual Processes — Paper-based workflows or outdated systems create bottlenecks and leave room for error. Tasks that should take minutes can stretch into days. Lack of Structure — Without a clear system for naming, storing, or organizing files, teams waste time searching for (or worse, recreating) information that already exists.Compliance Risks — In industries with regulatory requirements, poor information management can lead to missed deadlines, lost records, or data breaches.No Lifecycle Oversight — Without a plan for managing information from start to finish, content piles up and becomes harder to control over time. These issues can create friction across teams and expose the organization to unnecessary risk. The good news? They're also solvable with the right strategy. The Business Benefits of Strong Information Management When information is managed well, the impact reaches every part of your organization. From daily workflows to long-term strategy, strong information management creates clarity, saves time, and reduces risk. Here are a few of the most meaningful benefits: Increased Productivity — When employees can quickly find what they need, they spend less time searching and more time focused on meaningful work.Better Collaboration — Centralized, well-organized information supports smoother teamwork—whether across departments or locations.Improved Compliance — Clear retention policies and audit trails help your business meet regulatory requirements and reduce the risk of fines or penalties.Enhanced Security — Access controls, encryption, and secure storage protect sensitive documents and reduce the chance of data breaches.Lower Operational Costs — Digitizing and automating information workflows reduces reliance on paper, printing, and physical storage, creating long-term savings.Greater Agility — With a structured, accessible information environment, your team is better equipped to adapt, grow, and make informed decisions. What Does Information Management Include? Think of information management as a coordinated set of practices and technologies that help your business handle its information effectively across its entire lifecycle. Here are the core components: Scanning & Conversion The first step for many businesses is digitizing physical documents. Scanning and conversion services turn paper-based records into searchable digital files that are easier to store, access, and protect. This includes everything from scanning standard office files to blueprint scanning, large format document scanning, and more. Document Management and Archiving Once digital, files need to be organized, labeled, and stored in a structured way. Document management systems (like ImageConnect and M-Files) allow teams to manage access, apply retention policies, and track usage. Archiving ensures long-term storage without cluttering up active systems. Information Lifecycle Management This strategic framework guides how information is captured, used, maintained, and ultimately archived or disposed of. It ensures your organization stays compliant, organized, and efficient throughout the life of each document. Enterprise Content Management Software ECM platforms bring it all together—scanned files, digital documents, and automated workflows—into a central, secure system. They enable collaboration, version control, and access governance across the organization. Process Automation Manual, paper-heavy processes (like invoice approvals or employee onboarding) can be automated to reduce errors and free up time. Automation connects systems and data, creating faster, more predictable workflows. Together, these elements create a more connected, productive, and secure information environment. Real-World Applications: Who Needs Information Management Solutions? Information management isn’t limited to one industry or business size. Wherever documents, data, and collaboration are involved, the benefits are clear. Here’s how different sectors are putting it into practice: Architecture, Engineering & Construction From drawings and permits to contracts and compliance records, AEC teams rely on accurate, accessible information to keep projects on schedule. Scanning and digital storage help reduce rework and support better version control across job sites. Government & Legal Public records, case files, and internal documents need to be securely managed, tracked, and accessed—often with strict retention and privacy regulations. A strong information management strategy ensures accountability and transparency. Healthcare & Human Resources Patient records, insurance forms, and HR documents contain sensitive data that must be handled securely and compliantly. Digital access improves efficiency while protecting personal information. Financial & Professional Services Client documents, contracts, and audit materials require structured storage, fast retrieval, and reliable tracking. Automating document workflows helps reduce manual tasks and maintain a clear audit trail. Corporate & Back Office Teams From onboarding to accounts payable, many internal processes still rely on manual document handling. Information management tools streamline these workflows, reduce errors, and free up time. No matter the industry, the goal is the same: access the right information, at the right time, in a way that’s secure, organized, and efficient. How Enterprise Content Management Software Can Help One of the most effective ways to manage the full information lifecycle is with enterprise content management software (ECM). This type of platform is designed to help organizations store, organize, access, and govern their digital documents from a single source of truth. Rather than relying on disconnected tools or manual processes, ECM software brings structure and visibility to your content. It allows teams to: Store documents in a centralized, searchable repositoryApply access controls, versioning, and audit trailsAutomate document workflows and approvalsTrack retention timelines and support complianceEnable secure collaboration both on-site and remotely With the right ECM solution in place, your organization can move from reactive file management to a proactive, streamlined approach. It's a key part of transforming how your business handles information, turning content into a strategic asset instead of an operational burden. Getting Started: A Practical Approach to Information Management Improving the way your organization manages information doesn’t have to be overwhelming. Whether you're starting from stacks of paper or a patchwork of disconnected systems, the key is to take a structured, step-by-step approach. Here’s how to get started: 1. Assess Your Current State Start by identifying where your information lives today. What’s on paper? What’s in shared drives? Where are the bottlenecks? Understanding the current environment helps reveal opportunities for improvement. 2. Identify High-Impact Areas Focus on the areas that create the most friction—whether it’s paper-heavy workflows, compliance risks, or version control issues. Small wins in the right places can build momentum. 3. Develop a Strategy for the Full Lifecycle Think beyond storage. Consider how information is captured, organized, accessed, used, and eventually archived or disposed of. Planning for the entire lifecycle ensures long-term efficiency and control. 4. Leverage the Right Tools and Partners Whether that includes scanning services, process automation, or enterprise content management software, having the right mix of technology and expertise is essential. Look for solutions that align with your goals and are flexible enough to scale. Information Is Power—When It’s Managed Well Information is at the heart of every organization. It drives decisions, shapes customer experiences, and keeps your operations running. But without the right systems in place, it can also slow you down, create confusion, and expose you to risk. Whether you're starting with scanning and conversion or looking to automate complex workflows, investing in your information strategy sets the stage for a more efficient, resilient organization. Curious where to begin? Explore WCD’s Information Management solutions to see how we help businesses like yours take control of their information and build stronger digital foundations.

01.30.2025

How Blueprint Scanning Solves Storage, Access, and Version Control Challenges Managing physical blueprints can be a real headache—storage limitations, risk of damage, and difficulty sharing or updating plans efficiently. In fact, a recent Adobe survey found that 48% of employees say they struggle to find documents quickly and efficiently, and 95% have felt frustrated by the search. In the architecture, construction, and design industries, this is especially challenging given how vital architectural drawings are to the work. And it doesn’t stop there. Physical blueprints exist in only one location at a time, while projects often span multiple sites. In the past, companies relied on copying and physically shipping drawings, but that led to costly version control issues—making it difficult to determine the most up-to-date plan. In industries like oil and gas, where a single error in documentation can lead to costly mistakes, businesses can end up spending millions just to resolve these inefficiencies. With remote and hybrid work now the norm, the need for digitized drawings is more urgent than ever. Teams working from different locations need instant access to the same plans, ensuring everyone is aligned and working from a single source of truth—without delays, confusion, or outdated information. But here's the good news: digitizing your blueprints can transform the way you work, making your plans more accessible, secure, and easier to manage. In this guide, we'll walk you through the blueprint scanning process step by step, so you know exactly what to expect when converting your physical plans into high-quality digital files. Step 1: Preparing Your Blueprints for Scanning Before you digitize your blueprints, a little preparation goes a long way. Taking the time to organize and inspect your documents ensures a smooth scanning process and high-quality results. 1. Sort and Organize Your Blueprints Start by gathering all the blueprints you need to scan. Think about how you want them organized—by project, date, or another system that makes sense for your workflow. If you have outdated or duplicate plans, this is the perfect time to declutter. A well-organized set of documents makes the scanning process faster and keeps your digital files easy to navigate later. 2. Check for Damage Blueprints can take a beating over time. Tears, folds, and faded ink can impact scan quality, so it’s worth inspecting your documents before sending them in. If a plan is heavily creased, flatten it as much as possible. Small tears can be reinforced with archival tape to prevent further damage. High-resolution scanners can enhance clarity, but the better condition your originals are in, the sharper your digital copies will be. 3. Choose Your Scanning Preferences Not all scans are the same, and a few key choices will determine how your digital blueprints look and function: Colour vs. Grayscale: Colour scanning not only captures all annotations and highlights but also preserves finer shading details—critical for engineers and architects who rely on subtle variations in the drawings. Grayscale is a strong alternative that retains detail without the large digital file size of colour. Bi-tonal black and white, however, is best avoided as it can lose important fine details.Resolution: A standard 300 DPI (dots per inch) scan preserves detail, but if your blueprints are highly intricate or faded, higher resolution may be needed.File Format: Do you need a simple PDF for viewing, a TIFF for high-resolution storage, or a CAD-compatible format for future edits? 4. Plan for Indexing and Searchability One of the biggest advantages of digitizing blueprints is how much easier they are to find—if they’re properly indexed. Think about how you’ll want to search for these files later. Adding metadata (like project name, date, or location) during the scanning process makes it effortless to retrieve the right file in seconds. If your team needs quick access to plans, this step is worth considering upfront. Step 2: High-Resolution Blueprint Scanning How Blueprint Scanning Works Blueprints, architectural drawings, and engineering plans often exceed standard paper sizes, which means they require specialized large-format scanners. These high-resolution scanners are designed to capture intricate details so nothing is lost in translation. At WCD, we use advanced high-resolution scanners capable of digitizing documents up to 36 inches wide by any length, so even the largest construction plans can be preserved with complete accuracy. Quality Control After scanning, each digital file should be reviewed to ensure it meets strict quality standards. This is part of our process at WCD. Blurry sections, missing details, or distortions are flagged and corrected, so the final digital blueprint is a perfect match to the original. Step 3: Converting to Digital Formats Once your blueprints are scanned, the next step is converting them into digital files that are easy to view, share, and store. Choosing the right file format ensures that your plans remain accessible and functional for your team. Common File Formats for Blueprint Scanning PDF – The most common format for viewing and sharing. PDFs maintain layout integrity, making them ideal for reference and collaboration.TIFF – A high-quality, lossless format used for archival storage. TIFF files retain maximum detail and are commonly used for long-term preservation.JPEG – A compressed format that reduces file size, suitable for quick reference but not ideal for high-detail architectural drawings. Most clients prefer PDFs for accessibility and TIFFs for archival purposes, but WCD can provide files in multiple formats to suit different project needs. Step 4: Indexing & Organizing Scanning your blueprints is just the first step—how you organize them makes all the difference. Without a proper system in place, digital files can quickly become just as difficult to manage as stacks of paper. That’s where indexing and metadata tagging come in, making it easy to search, retrieve, and share your blueprints in seconds. Why Indexing Matters A study by Glean found that employees spend an average of two hours a day—25% of their workweek—searching for documents or information needed to carry out their work. Indexing your scanned blueprints eliminates this inefficiency by ensuring files are structured in a way that makes sense for your projects and teams. How Indexing Works Indexing involves adding key identifiers to each scanned file so it can be quickly located when needed. These identifiers can include: Project Name (e.g., "Downtown Office Tower Expansion")Date of Creation or Revision (ensuring teams always access the latest version)Client Name (for firms managing blueprints across multiple clients)Drawing Type (e.g., electrical plans, structural blueprints, plumbing layouts)Location or Site Name (useful for multi-location projects) By tagging files with this metadata, users can search by keyword instead of manually sifting through folders. Step 5: Secure File Storage & Delivery Once your blueprints are digitized and organized, the final step is ensuring they are securely stored and easily accessible. Storage Options for Digital Blueprints Cloud Storage (Recommended for Accessibility & Security)Cloud-based solutions allow authorized team members to access blueprints from anywhere. WCD offers ImageConnect, a secure digital file room where documents are stored, indexed, and retrievable at any time.Local Server or Internal NetworkFor firms that prefer on-premise storage, blueprints can be saved to company servers with controlled access permissions. This ensures files remain within a secure internal environment.External Storage (USB or Hard Drive Backups)For archival purposes, files can be delivered on encrypted USB drives or external hard drives, providing offline access when needed. Ready to Scan Blueprints and Save Time? Blueprint scanning saves space, improves efficiency, and enhances security—all while making collaboration easier across teams. Whether you’re an architect, engineer, or builder, having quick access to your plans ensures projects stay on schedule and decisions are made with accurate information. At WCD, we specialize in high-resolution blueprint scanning (as well as other types of large format scanning) and provide secure digital storage solutions tailored to your needs. If you’re ready to make the shift from paper to digital, get in touch with us today to start your blueprint scanning project.

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.Beyond typical documents, WCD has built years of experience and expertise in blueprint scanning and large format scanning projects. 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!