Breaking down silos of information

A consequence of easy-to-administer ECMs is the growth of Repository Archives at the Department level.  This means silos of information and difficulty sharing best practices across business units.  Sound information governance procedures should allow for sharing of information across the enterprise, while securing it only to authorized users.

 

For companies concerned about compliance issues (Sarbanes Oxley, FRCP, etc) it is especially important to be able to identify custodians, search information across the enterprise and control what information is getting into the Archive of Record.  If these systems continue to allow users to upload at their discretion, it becomes impossible to ensure that all relevant information is uploaded and irrelevant information is ignored.

 

Time, Talent, Energy: Overcome Organizational Drag and Unleash Your Team’s Productive Power

The answer lies in gaining control of information on the laptop.  Finding technology to automatically identify/store important e-mails and files as they are created or updated… often with no user intervention.

Many viable technologies are emerging to extend governance to the desktop, enabling organizations to break down the silos of information, leverage existing infrastructure, automatically update metadata, reduce legal risk of “smoking guns” on laptops and slashing eDiscovery costs to quickly mine only the relevant information.

Smart Collaboration: How Professionals and Their Firms Succeed by Breaking Down Silos

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Acting and Actors
The Chenkin Report
Bitcoin Money Man
Pocket Change Riches
The Good Shots (Photography)
The Chenkin Workshop
CM King 

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The Last Word:

The CEO Next Door: The 4 Behaviors that Transform Ordinary People into World-Class Leaders – From Amazon Books

Scanning Documents – Is it worthwhile?

Document imaging is alive and well!  Contemporary wisdom is to head right for digital copy (“Day forward”), but this requires development and time; there is usually a multi-step process (aka “Phased Implementation”) that gives you the desired result, and starts the digital archive.

This is not a panacea for all situations.  If the documents need frequent retrieval, and you want to reclaim the storage and/or not pay a storage company to hold the boxes, then it very well may pay to scan and index your documents.  This is especially true if the documents need to be kept for many years, like workman’s compensation records, health records, and more.  Your business and legal teams will have an understanding of retention and destruction schedules.

Important steps

First, how big is the project?  Estimate the number of documents to be scanned, so you can estimate time, digital storage at 200 or 300 dpi, and time to index (either at time of scan or post-scan).  The minimum amount of meta data (indexing) needs to be determined, so you don’t “over index”.  And don’t forget to put together a project plan and team to do the work.  You will also need to have a post-scan destruction schedule for the original paper, and a retrieval mechanism that is secure.

Scale

For a small number of documents, say under 5-10,000, this can be accomplished using existing staff (they know the information best) with a part-time scanning schedule like 1-2 hours per day.  It can also be done on weekends, assembling a small team to do your presort and scan.

Larger projects may require a dedicated team for a period of time, then moving to a regular scanning schedule until a digital solution (electronic record) is found.  You may even be able to shred the paper shortly after a scan and verification.

Equipment

Scanners come in a variety of sizes and feed rates.  The prices have come down substantially in recent years, and many come with software that can do a simple index of your documents.  Today’s scanners even do barcodes, so you can identify documents as you scan or use them as separator sheets between records.  Even a home office can get a small scanner for under $500 that can greatly reduce the number of file cabinets needed to hold records.   Coupled with the low cost of storage (you can buy terabytes for under $100) scanning is readily available for small and medium size businesses, or even home use (scan all those old family pictures, before they fade or become lost to time (who is that in the picture??).

In conclusion, scanning is still alive and well, and has a place in many organizations as a legitimate means to increase efficiency, reclaim storage space, and improve or eliminate paper based business processes!  It is definitely worthwhile!

Feel free to contact us at CMKING.com, we will be happy to suggest the best way to scan and store your important documents.