Executive Editor, Green Sheet MEDIA

Recommendations

Info

14 Before storing your information you must first decide in what form you want it - Fingertip access to all company files is fast becoming the norm for many businesses as they increasingly move away from the storage of paper files in favour of on-line electronic scans accessible to all staff members. But is this type of document management system really worth it? Inevitably, the larger an organisation, the more it has to gain from converting its paper documents to electronic ones. This article looks at the benefits driving companies to invest in what are sometimes large operations and then gives advice on how to select the right scanning service. Accessibility to files Scanned documents can be imported into an Electronic Document Management (EDM) system allowing staff access to every file from any location. This ease of access creates an instant improvement in staff productivity as hours previously spent trawling through filing cabinets to locate documents or waiting for files to be sent from other offices or archive stores is immediately eliminated. Cost-savings Potential cost-savings can be made by reducing the storage space required. Many original files that companies need to retain are still legally valid in electronic format, if scanned correctly. Once scanning is completed, a large proportion of paper files can be destroyed, heavily reducing storage requirements. Warehouses full of paper can potentially be transformed into a pile of CDs, DVDs or, preferably, readily accessible and secure data on a server. Security Security requirements need careful consideration when thinking about document management. Paper documents are always at risk from fire or flood, while electronic versions with a Disaster Recovery copy are much more STORAGE To scan or not to scan By Pete O’Brien, Director of Capita Private Software Sector easily secured. Electronic storage can also have a positive impact on insurance premiums. So how do you scan everything? Scanning on a company-wide scale is a huge step up from the sort of scanning most people would have undertaken in the office or at home. It requires specialist expertise, experience, meticulous administrative processes and the highest quality scanning equipment. All of this is readily available in specialist scanning bureaus, and is one of the primary reasons why, as demand has increased, the scanning bureau has evolved from a niche operation into a mainstream business service. Large-scale scanning projects to convert archives can take months to prepare and execute. Generally, companies lack the combination of skills, space and equipment required to meet their requirements for document conversion and a scanning bureau is often the most efficient way to get the best quality result. In the case of documentation that is considered highly confidential, bureau services can be extended to run directly on customer sites using dedicated teams to scan all relevant documents. Choosing the right scanning bureau When choosing a quality and reliable supplier, one of the most important qualifications is to visit the suppliers on your shortlist to get a detailed understanding of the processes and a first-hand view of the quality of the premises. Next, you need to ask the right questions. Here are a few fundamental facts to check: 1. Does the company meet the BDP0008 standard – the British standard, which ensures the legal admissibility of the scanned documents? If not, your electronic documents may not be valid in a legal situation. 2. Does the supplier have sufficient liability insurance? 3. Is there a meticulous logging system in place that guarantees that at anytime, if a client needs access to a file that is at the bureau, it can be quickly located and delivered to them? 4. Are there quality assurance checks at every stage of the process? 5. Are the staff experienced and highly trained in the preparation, scanning, indexing and quality assurance? 6. Are there excellent security and fire protection arrangements for the premises, storage areas and delivery vehicles? 7. Does the bureau use the best quality equipment for clarity of results? 8. Are scanning speeds at least 120ppm? 9. Will the bureau provide a sample scan so a client can ensure the scanned files will upload into its EDM system? 10.Can they provide client contact details for obtaining direct references? Other features setting one supplier apart from another include the flexibility to provide more than just a standard scanning service. This could be bespoke options, such as, advanced security for specialist/sensitive projects, on-site scanning or the ability to carry out weekend rush jobs, confidential and certified waste disposal and ‘Off Shore’ indexing to help keep costs down. Finally, and most importantly, before a project starts make sure there is a detailed project plan in place - you won’t regret it. Does the bureau use the best quality equipment for clarity of results? Scanning doesn’t stop there Companies who make the decision to convert stores of paper files to electronic ones continue scanning files on a daily or weekly basis, as they accumulate. While a few organisations opt to handle day-today scanning in-house, the majority prefer to continue outsourcing to their trusted scanning bureau. Scanning bureaus may also provide a post room function to scan, log and distribute all incoming mail. In certain cases, there will be a requirement to scan and keep the original paper documentation safely, your bureau should also offer a cost efficient off site storage facility to hold such documentation. Organisations should bear in mind, that even when a major scanning project is complete, the scanning doesn’t ever stop at that point. ■ Capita Total Document Solutions provides Electronic Document Management Solutions and Services incorporating its established Scanning Bureau and its Swordfish EDM system. Visit www.capita-tds.co.uk for more information Visit the GSM Directory at www.greensheetmedia.com/directory
Computer controlled storage for Paper Files Automated document management solutions could help businesses stem the rising operational costs of data storage According to IBM, up to 80 percent of the costs of storing digital data in businesses is spent on operational staff salaries. While the hardware costs of storing data are falling, the operational costs for data centres is increasing, and businesses choosing advanced physical document management systems for everyday and critical documents could find their operating costs dramatically reduced. “Businesses making the move to digital document storage are often drawn in by the perceived low costs of hardware and software, however the cost of staff required to maintain, optimise, back-up, secure, regulate and audit critical data within the organisation can be higher than the costs of managing paper documents using smarter systems”, explains Clive Williams, sales manager for document management specialist Kardex. Williams believes that automated document management systems can ease the burden on data centres and even eliminate the need for costly and time consuming scanning of paper documents and related digital media. One system that is helping businesses cope with large quantities of paper The Right Tone from Bisley for the Royal Festival Hall Bisley Office Furniture joins the many international names that are involved in the major transformation of one of the country’s best loved buildings – the Royal Festival Hall. Already complete as part of the five-year building and refurbishment programme is the New Building which has been purpose-built to permanently house the 180 strong team of office and technical facilities staff. This relocation programme has freed up 35% more public space within the Royal Festival Hall for an Education Centre, the opening up of the original roof terraces and the extension of the two Level 4 interval bars. The New Building, designed by Royal Festival Hall architects Allies and Morrison, is a slim, glass-fronted building built alongside the Hungerford rail bridge and linking the new Golden Jubilee foot bridges with Belvedere Road. Not only were relocated office staff able to take advantage of brand new facilities in a bright modern working environment, they were also provided with the latest work station and storage solutions as part of the office design scheme. Office furniture specialists, Furniture for Business (FFB) supplied all of the furniture on the project Visit the GSM Directory at www.greensheetmedia.com/directory documents is an automated vertical carousel system called the DataStack. The Kardex DataStack is a computercontrolled storage and retrieval system that features rotating shelves, housing files in a high-density configuration. The system stores the equivalent of sixteen four-drawer filing cabinets and saves up to 80 percent of floor space while cutting down document retrieval times by up to 66 percent compared to traditional solutions. Since all files are stored inside the unit and the system can be networked through Kardex’s own PowerPick software, searching and retrieving physical documents becomes as easy and secure as retrieving data documents on a computer. Since the unit is completely and worked together with office furniture manufacturers Bisley to assess what the storage requirements were and provide the most cost-effective and work-efficient solutions. ....provided the most cost-effective and work-efficient solutions. The scheme took advantage of Bisley’s LateralFile storage systems which offer numerous width, height and closure options plus an extensive range of internal fittings for real storage flexibility. Beech coloured tops featured on grey LateralFiles which were strategically positioned to separate out work areas. self-contained there are no costs associated with hiring staff to manage back ups, auditing and regulating the system, all of which is automated or controlled remotely. “Businesses looking to expand their data centres by creating networked digital document reservoirs can use systems like the DataStack to house physical documents for hard copy backup or regulatory purposes,” explains Williams. “In addition to the cost, accountability and security benefits, users benefit from a more immediate document retrieval experience that eliminates the constant need to print digital documents.” Kardex customers benefit from a comprehensive range of additional services including analysis of storage requirements, assistance with equipment selection, configuration and integration with digital document storage systems. Flexible support contracts ensure that Kardex systems continue to operate at maximum efficiency and they can be adapted and upgraded as future needs change. ■ Kardex has operations in 30 countries and employs more than 1000 people. For more information visit www.kardex.co.uk “Bisley LateralFiles have the advantage of being totally practical as well as providing a sleek modern look to an office scheme” comments Helen Watson from FFB. “This combines with their versatility to compliment an office scheme by designating break-out areas and determining individual work areas”. Bisley Pedestals provided the personal storage facilities required by the office design scheme. 178 were installed to complement individual work stations. Personal lockers were also integrated into the scheme. “This scheme reflects just how much filing and storage requirements are evolving and how necessary it is to accommodate these changes within a design scheme,” says Sarah Trown from Bisley. Personal storage is now a major requirement and filing cabinets can be used as part of a design scheme – both factors placing filing and storage much higher on the interior designer’s agenda”. ■ Contact: Bisley Office Furniture, Queens Road, Bisley, Woking, Surrey GU24 9BJ Tel: +44 (0)1483 485600 or visit www.bisley.com STORAGE 15
Page 1 and 2: September/October 2007 Issue 46 The
Page 3 and 4: 4 Introduction Whether we were in b
Page 5 and 6: 6 Microfilm is by far the best anal
Page 7: The storage network is now of the u
Page 11 and 12: DocuWare 5.1 certified for storage
Page 13 and 14: 20 IMechE engineer an improved docu
Page 15 and 16: Truper 3600 Scanner wins approval o
Page 17: In its infancy, automated data capt

Executive Editor, Green Sheet MEDIA

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?