The Bulletin
Technical Tips
By Tom Synder Ph.D.

Scanners: the First Step to Efficient Document Management

Do you have file cabinets or storage space stuffed to the brim with contracts, invoices and work papers? Do you or your staff spend a lot of time making copies, searching through documents, and sending them around?

If so, try getting a good scanner, to save time, reduce costs and improve service.

The following are some tips for getting the most out of a scanner.

Share and Save Time, Money, Trees
By scanning documents, you can share them with clients, colleagues and other offices immediately without making copies or using couriers and overnight mail. "We have saved 45% in supply costs year over year since we went paperless," said the Firm Administrator for EDLLP, an accounting firm in San Francisco.

Get a Business-class Scanner to be Efficient
Using a flatbed scanner to scan thousands of files will get old quickly. Instead, look for models with high-capacity automatic document feeders, duplex scanning (the ability to scan both sides of a document at once), and fast conversion straight to searchable PDF files that can also be password protected, emailed and locked so they can't be altered. Products such as the Canon DR-2050c ($795) or the high-capacity DR-7580 ($7,560) are appropriate for these uses.

Use Document Management Software to Improve Service and Save E-mail
Document management software keeps your e-mail system from choking on a lot of large attachments because people no longer need to send files back and forth. It also saves time when someone's trying to find something important. Once a document is scanned, stored, and backed up, no one can lose it. In addition, a digital file is searchable and you can put it into an index where it can be pulled up within seconds. “All we have to do to get legal evidence is go into the document management system and get paperwork we signed off on. It helps us serve our clients better," said the IT director for Weston Benshoof, a law firm in Los Angeles. Weston leases large Canon scanners with eCopy document management software. 

Many accounting firms use Fujitsu scanners with GoFileRoom or ProSystem fx Document.  In addition to the benefits above, GoFileRoom and fx Document also allow accountants to know who’s using which documents and what needs to be done when working on tax returns. 
 
Enable your Employees with Remote Access
By scanning documents, you can also make them available to employees anywhere. "A secretary can scan something into a PDF and put it in the document management system. Then our attorneys can view it from their laptops. Attorneys usually work 24/7 so it's really nice to be able to view documents from anywhere," said the IT director for Weston.

Communicate, Train and Provide Support to Ensure a Payoff
Scanning and electronic document management significantly change the way people work.  To incent people to change and to reap the rewards, organizations must clearly communicate the benefits of a new process as well as provide adequate training and support while people transition to a new way of doing things.

Keep Hard Copies if you Have To
Not everything should be digital only. Sometimes, for legal or regulatory reasons, you need hard copies.

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If you have questions or concerns about your particular situation, please e-mail me at tpsynder@xantrion.com.. I will use your input to direct future columns.
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