Top 10 Mistakes Companies Make When Deploying a Document Scanning Solution (and How to Avoid Them)
John Mancini

By: John Mancini on October 18th, 2016

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Top 10 Mistakes Companies Make When Deploying a Document Scanning Solution (and How to Avoid Them)

Capture and Imaging

I recently came across this white paper and rather liked the insights it provided in how to avoid mistakes in choosing a document scanning solution.  Here’s a quick snapshot of the ten mistakes contained in the white paper.

  1. Not buying enough scanning capacity. Too often, organizations use their average document processing volumes when determining scanning capacity.

  2. Not including all stakeholders – both business and IT – in the requirements definition. In some cases, the IT department will unilaterally choose the organization’s scanners, in turn, saddling operations with scanners that don’t meet their requirements or are not easy for operators to use.

  3. Buying a solution without conducting a proof of concept. Organizations should never purchase a scanner without first seeing how it processes their documents.

  4. Making decisions on front-end and back-end systems separately. An organization’s front-end scanning and capture solution must work in concert with its back-end workflow technology.

  5. Not coordinating software and hardware vendors during system deployment. No one wins in this scenario. A lack of coordination typically results in wasted effort, finger-pointing, and delayed implementations.

  6. Not using a phased implementation approach. In their drive for fast results, too many organizations bite off more than they can chew when implementing a scanning solution.

  7. Letting “fear of change” take over. Too many organizations are close-minded when it comes to re-engineering their processes, falling back on the way they’ve done things for the past 5 or 10 years.

  8. Not thinking LEAN. Organizations should always be looking for ways to do more with less.

  9. Not cutting the paper cord. Many organizations use unique transaction separator sheets for each type of work that they process, creating an enormous breadth and volume of paper.

  10. Not sharing – as in shared services. With the economy still struggling, and capital budgets tight, organizations should look to consolidate multiple scanning functions on a single platform.

 

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About John Mancini

John Mancini is the President of Content Results, LLC and the Past President of AIIM. He is a well-known author, speaker, and advisor on information management, digital transformation and intelligent automation. John is a frequent keynote speaker and author of more than 30 eBooks on a variety of topics. He can be found on Twitter, LinkedIn and Facebook as jmancini77. Recent keynote topics include: The Stairway to Digital Transformation Navigating Disruptive Waters — 4 Things You Need to Know to Build Your Digital Transformation Strategy Getting Ahead of the Digital Transformation Curve Viewing Information Management Through a New Lens Digital Disruption: 6 Strategies to Avoid Being “Blockbustered” Specialties: Keynote speaker and writer on AI, RPA, intelligent Information Management, Intelligent Automation and Digital Transformation. Consensus-building with Boards to create strategic focus, action, and accountability. Extensive public speaking and public relations work Conversant and experienced in major technology issues and trends. Expert on inbound and content marketing, particularly in an association environment and on the Hubspot platform. John is a Phi Beta Kappa graduate of the College of William and Mary, and holds an M.A. in Public Policy from the Woodrow Wilson School at Princeton University.