Without the people, you’ve got nothing. Not just for the physical part of scanning, but the intellectual part, too. Scanning sounds like a rote process, and it can be, but to make it actually work you need to have the right people and the right plan. The labor side of this can be more complicated than it would seem; most would look at a scanning project and think “it’s just scanning. Just scan it!” If it were only that easy. Let’s say we’re scanning paper. You can’t just throw it into a scanning machine and hope for the best; you’ve got to prepare the records to make sure they’re ready to be fed into the machine, lest you break the thing! Prep can include pulling staples, removing paper clips, pulling off rubber bands, flattening corners, taping tears, and so on. It’s tedious work but it must be done.
Then onto the scanning. Pull out a chunk of papers (maybe loose leaf, maybe by folder, depending on how they’re originally stored) and put in the scanner. Ziiiiiiiiip! First batch scanned. Second batch loaded, off we go! Uh oh, paper jam, let’s get that fixed. Try again. Wait a second, what’s this small sticky note in here? That needs to be handled separately. And so on, and so on.
And how will the project as a whole work? How are you organizing all of your files once they’re scanned in digital? If you’re loading them to a content management system, you need to put some thought into this. Do you have the right load files? The storage space? The security to protect your records?
Your IT staff should be able to help you answer some of these questions, but they’re probably busy doing something else. Even if they can help you, you really need to have a designated project manager/coordinator to make sure all of the moving pieces fit together. This is the intellectual side of the people portion, and if you don’t have this, you’re going to have a mess on your hands.