The lead-time on a document management project largely depends on the type of service that you’re requesting. If you’re looking for document or records storage or backup tape rotation and vaulting, we can usually be at your location within 24 hours, and often times we can arrange service the following business day. That being said, if you request additional, more detailed services, it might take some time to prep your files for storage.
Determine What Your Project Entails
When you choose the proper contractor for your project, be sure to ask about the lead-time for scoping the project, and when they can expect the project to start. Since each service is different, be sure to include as much detail as you can to get an accurate quote—not only pricing but for the time frame as well.
If you’re looking for scanning services, cloud storage and cloud services, electronic document management systems, or any type of paperless transition, the lead-time varies depending on what steps you have taken (or want to take) to add these services to your current workflow and document management plan.
For example, let’s look at some of the preparation involved for a document scanning project.
Steps to Prepare for a Document Scanning Project
- Go through every document and remove staples, paper clips, tape, or any other material that might cause sheets to stick together. This helps ensure that all pages are separate before you begin scanning, making the process faster, and ensures no pages are missed.
- Be very careful how you use tape. Tape should only be used for items like plane tickets, receipts, business cards, etc., Be sure to tape each of these items evenly and straight in the middle of a sheet of paper, and only tape items on one side of a sheet of paper, never both sides so they’re not missed or difficult to scan.
- Straighten out any folds in pages. Any information in a folded section will not be scanned, so it’s critical to ensure that all parts of each page are visible. You should also straighten out bent corners.
- Arrange all documents that are going to be scanned in the order that you plan to have them scanned in to streamline the process and make the entire conversion go a little faster. Planning ahead of time is a lot easier than trying to do it after you start your scanning project. This step is critical If you have an employee or scanning service scanning documents for you,
- Some scanners allow multiple pages to be fed into the machine at once, while others will only accept one page at a time. Before you start, determine the scanner’s limits and do a test run to see how long each document takes to scan. Make batches that match the scanner’s limits ahead of time, keeping all of them in the proper order.
Get Free Quotes on Your Document Management Project Today!
Record Nations knows that document management projects can be costly and time consuming. If you fill out the form or give us a call we will get you several free quotes for services in your area, so you know what to expect. If you have any questions about the scheduling and timing of your project, feel free to give us a call at (866) 385-3706, or email us at firstname.lastname@example.org.