California Document Mangement Success

If you’re looking for document management and scanning solutions, we’re glad you found us!

You have many options to scan your hard copy records to digital, and we’re ready to explore the best option for YOU. Each project is unique, a one-of-a-kind event, and we’re excited to help you make your project a success. Explore the information below, or go to our Home Page to see all of our services available to you.

  • For a quick start on your project, take a look at our “Frequently Asked Questions” page to see some common questions we receive, and the solutions we provide.
  • Curious about what makes us a viable option for you? Check out our “Why Choose Us” page to get an idea of why we’d be a great fit for your project.
  • Do your records contain sensitive/confidential information? Our “Security” page gives you an overview of how your records will be handled, which should give you some peace of mind.

We look forward to hearing from you!

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Three Things to Consider When Planning a New Solution

The consolidation and digital conversion of an organization’s paper documents can be a daunting process with a lot of questions: why are we doing this document scanning project now? What if some of our documents get lost during the conversion process? What are the benefits? Who is making the decisions?  Here are three common topics that we see come up with the companies and agencies we work with, and we hope they’ll give you some guidance as you start this journey:

Digitally converting your organization’s paper assets and deploying a new document management solution requires someone in the organization to think big picture. Change is risk and it is too easy for people used to current processes to make excuses not to modernize or upgrade systems.

To be truly successful, the document management project needs executive level support that can overcome the mentality of business as usual. You need someone or a team that understands how document management will benefit business processes over the next 5 years and beyond.

Anyone using a paper-based filing system knows how much time can be spent looking for a paper record that has been misfiled or even lost. Accessing digital documents from within an application makes it easier for knowledge workers to find information. If your organization currently has one, three or more employees dedicated to information archive and retrieval, you’ll be able to reallocate those resources to more value-add activities. You’ll also add to the competitive differentiation of your company overall because you’ll respond faster to clients and offer better customer service. Security is another important variable. Are you able to audit who accesses your paper records today? Are they even supposed to have access to these records? What are they doing with these records and how long are they keeping them? What if a file goes missing? Who took it? Document management solutions leverage automatic audit trails as well as secure access to your business records to ensure you know who is accessing records, their authority and what they are ultimately doing with the information.

Finally, what is your contingency plan should you have a site disaster? There are too many organizations that have faced a flood or some other disaster at their site only to learn the hard way that they only had one copy of the business or agency records … on paper. A properly deployed document management solution includes backup of your digital records and off-site digital copies for business continuance should something happen at your site.

We periodically get calls asking for a document management system in two weeks and a request for a price. Simply deploying document management software (hosted or on premise) and then trying to work around it typically causes problems. The right way to deploy document management is to think about your processes today and improvements you can make to them moving forward. Examining information flow, documents to classify, indexing schemes, etc. can take a little time to plan but it will pay off in the future. It doesn’t have to take a year, but typical projects from start to finish can be accomplished within a few months.

Conclusion

How do you select a document management partner that is right for you? They should understand records management and document management industry software is just a tool that is part of an overall document management solution. It’s the experience, planning and process considerations with other clients like your own organization that help determine the success of your own document management project.

At BMI Imaging Systems, we understand what it means for a company to go paperless: for over 50 years, BMI has been a leader in document management for California organizations, helping companies rid themselves of boxes, folders, cabinets and drawers worth of paper. Also over the years, we have seen the full range of good and bad ways to finally clean up all that paper.

BMI Imaging serves private companies and government agencies in California, including the following industries:

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BMI Imaging delivers successful scanning and document management solutions to clients in California from our secure facilities located in the San Francisco South Bay Area and Sacramento. 

Call (800) FLY-FILM

Contact us to learn more about our California Document Management solutions.