At the end of your digital conversion project, your scanning partner will deliver your documents back to you in the digital format (JPEG, TIFFs, etc.) and delivery method (USB drives, FTP site, etc.) that you chose during the scope of work phase. Now that you have your digital records in hand, what’s next?
There are a couple of routes that you can choose depending on the digital output you received and how you intend to use your records. In this article, we’ll lay out the actions that you can take and the pros and cons of each option.
Keep Files On USB
If you want your documents to be delivered on a USB drive, we’ll export the images onto a drive once they’re digitized and processed (either a hard drive or thumb drive depending on your project size) and then deliver the USB to you. In most cases, the USB will be encrypted so we’ll also give you instructions on how to decrypt the drive and extract the data and files from it. It’s an extra step in the project, but an important one to keep your digital documents secure during the delivery phase.
Once you get the USB, you can transfer your files elsewhere (such as to your shared network, your document management system, etc.) or you can opt to leave your files on the drive. If you choose to leave your files on the USB, you’re all done! When you need to find a digital file, all you have to do is plug the drive in and locate the file. Just be sure to keep the USB safe and secure when it’s not in use.
Store Files On A Shared Application
Another option you have once you receive your digital files is to import and store them on a shared application. A shared application encompasses a shared local network (ex. your company’s internal network), a cloud-hosted application (ex. OneDrive, Google Drive, Dropbox, etc.), or a document management system (DMS) (ex. ApplicationXtender, Laserfiche, OpenText, and Hyland OnBase). Through this method, your files will be stored on a shared location instead of on an individual’s desktop or a local workstation. The people on your team who have permission to view the files will have access to where the records are stored.
Digital ReeL is BMI’s cloud web-based hosting application where you can digitally store and access your files. It’s built to give you the essentials of a document management system with built-in image adjustment tools, global full-text searching capabilities through OCR optical character recognition, and a virtual replica of the original record for historical reference.
If you choose Digital ReeL, you won’t need to have your records delivered on USB drives or through an FTP site. Once we’re done scanning and indexing your files, we’ll import your records directly into the application and you can access them immediately.
You have numerous options for what you do with your digital files once you’re done with your scanning project, including keeping them on a USB drive, importing them on a shared application, or utilizing Digital ReeL secure hosting. We’ve laid out the pros and cons of each option so you can have a better general idea of the different options available. The bottom line is that you should figure out how you intend to use these records and choose the option that’ll work best for you.
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“5 Biggest Pain Points of Physical Document Management” lists out 5 pain points of handling your physical documents and offers solutions to these pain points, such as working with a scanning partner on a digitization project.
“6 Components That Make A Great Digital Conversion Project” gives you ideas of how you can set up your project for success and to ensure the best possible outcomes.
“Digital Conversion: What Problem Are You Solving?” makes sure that you’re solving the right problems with your digital conversion project.