Unless you work in document management, we don’t blame you for not knowing what you should expect when you enter into a digital conversion project. Digital scanning and conversions aren’t exactly mainstream, like going to the mall and knowing what you should expect from the staff at a clothing store.
It’s a different world, document management is. And it can be tricky, but that’s why we want to give you a few pointers to help you in your journey. Below are some thoughts that we, as a document and information management company, believe you should see and understand as you choose your partner in conversion. We’ve broken them out into what you should and should not expect; not in any particular order, just some useful tidbits.
What You Should Not Expect
It comes down to this: digital does not equal miracle. Once you accept that fact, you’ll be much more prepared for your project and ready to work with your partner to create a solid scope of work for digitizing and organizing your records.
They may! They absolutely may. But when you think about your own life, does it usually work that way? Do you wear the cheapest shoes? Drive the cheapest car? Eat the cheapest food day in and day out? (And c’mon, we don’t mean low priced. We mean the actual cheapest option you could find). Probably not. Instead, you got what brought you the most value at a reasonable price. And that’s the whole point, you’re reasonable! So be reasonable when you’re choosing your conversion partner.
Sure, there are $10,000 martinis you could drink, but does that mean you’ll be happy after drinking that martini, which was unsettlingly like all the other martinis you’ve had? I doubt it. Just because something’s expensive doesn’t mean it’s valuable, so be aware of this side of the coin. The key is to understand the value you’ll receive and match that up with a reasonable price that makes sense for you.
Because it just ain’t real.
What You Should Expect
Yes, it is possible to completely remove yourself from the execution of a project, but we don’t suggest it. Lots of little things pop up during conversion projects that no one thought of, and it’s very useful to have you (you know, the one who owns the records?) be a part of the problem-solving team. If you’re not involved, and you don’t like the final product, then too bad! Just kidding (sort of). But by then you’ll wish you were more involved throughout the project to make sure that everyone was pointed in the right direction. So roll up your sleeves and get involved!
If you’re not being challenged, then you’re not working with an account executive; you’re working with an order taker. Which may be what you want! That’s fine, but it doesn’t take a genius to sit around and say “yes” to everything thrown their way. What you really want, and should expect, is an expert in document management that challenges your assumptions, your plans, your designs, and makes you really think about what you’re asking for. If they don’t, then you might end up with exactly what you asked for … and have no one but yourself to blame if it isn’t good.
If you already have the best plan, why do you need someone else? Answer: because you probably don’t have the best plan. And that’s OK. We all have massive egos; that’s what makes us human! But if a team of document management professionals suggests an idea or solution that isn’t exactly what you planned for, don’t immediately go negative. They may, just may, actually be trying to make your project more successful than you could have done on your own. Crazy, right?
It’s like the old saying about weddings: something will go wrong, just accept it. You’ll be furious at the time, but you’ll get through it and laugh later. Boiled down: don’t be a jerk when the project hits a bump. No one’s perfect. (see: “Don’t expect perfection” in the section above)
Because if you don’t, you’ll be sorely disappointed and probably frustrated throughout the entire project. There are things you don’t know, and things even the experts don’t know, but that’s the fun part about conversion projects. There’s always something new popping up, and being able to adapt and overcome these little obstacles makes your project unique, and forges a better solution.
No one knows everything, and it takes a confident person to admit that they’re just not sure what they’re getting into. After reading this far, we hope you have a better idea of what you should (and should not) expect when you start your digital conversion project. If you’re interested in learning more about document management and scanning projects, take a look at our “Further Reading” section below; there are some links to other articles that’ll help you become more knowledgeable about document management.
If you have documents (paper, film, anything!) that are going into digital, you’ll need to get them organized. Take a peek into “The Wild and Wacky World of Indexing” and be amazed!
Got some microfilm sitting around and gathering dust, and you’re just waiting to figure out how to scan it into digital? Look no further, because our article
“5 Ways to Ensure a Successful Microfilm Scanning Project” will give you just what you need to make your project a success.