For a number of organisations, a digital working environment is the most normal thing in the world, but in many organisations there is still an unnecessary amount of paper around. With perfect preparation, you can let your organisation work digitally in no time. So what is this perfect preparation? We will give you advice on how to make the process as smooth as possible!
Start at the beginning
If you are planning to digitise your paper information, start at the beginning. After all, it is important to gain insight into your archive before you start digitising. You can ask yourself the following questions: “What do I have in mind?” and “What do I want to do with this information?”. An important factor is the registration of your files. Most organisations will in fact register your files on the data that you have mentioned on your files (the metadata). Therefore, make sure that the metadata mentioned on your files are correct and clear enough for you. In this way, you get a good index of your files and you can easily find everything in your digital archive later on! If you know what you intend to do with the files, it is a matter of finding a suitable party. Find a party that meets your requirements and offers everything you expect from a scan party. Do not lose sight of the safety aspect. For example, check what measures organisations take and whether they are ISO 27001 certified. After all, your privacy-sensitive information should never be left on the street!
Your own wishes in the digitisation plan
If you have found a party where you would like to have your information digitised, it is important that you indicate your own wishes and requirements. You can think of centralising or decentralising the digitisation of your files. The next step is to indicate the metadata on which you want your files to be registered, so that the party concerned – and you – can always find your files easily and quickly. In order to digitise your files, you can indicate a number of things, such as..;
- Do you want to add electronic staples to your files?
- Do you want to keep all tabs digitally?
- Which quality do you choose for your digital file (200 or 300 dpi)?
- Do you want to return your paper files after they have been digitised, or do you prefer to have them stored externally?
- Do you want your file scanned in black and white or colour? For certain matters, we advise you to scan in colour. Think of proofs of identity that show a much better quality in colour. We always say: only do what is really needed in colour. In this way, you not only save on costs, but also in the number of gigabytes in terms of storage capacity.
Of course, we are also happy to advise you from our professional point of view on the digitisation of your files. Not sure whether you want to digitise locally or centrally? We give you tailor-made advice, so that your organisation can respond quickly to changing circumstances. Implementing a new way of working requires a lot from an organisation. Processes need to be redefined, employees can take on different roles within the organisation and – not to mention – create support among the employees.
Are you ready to transform your paper organization into a digital world? Then start with these tips!