With multiple elements and considerations playing a role in the decision to deploy a document imaging solution across your organization, it pays to plan each step of the way.
In this latest post, we’ll take a look at how you can identify the most suitable deployment model for your scanning, imaging and indexing processes.
The two most commonly used deployment models for document scanning and imaging are Distributed Indexing and Centralized Indexing.
In the Distributed Indexing model, an indexing workstation is deployed at each branch or office and local users are responsible for scanning and indexing their own locally generated files. Some branches or offices with a larger volume of documents may require multiple indexing workstations. Each indexing station would send the indexed files to a central location to be uploaded into a document management system.
In the Centralized Indexing model, the scanning and indexing tasks are separated – this allows staff at remote branches or offices to rapidly scan documents and send the imaged files to a central network location. From there, dedicated indexing workstation operators, say at a head office, take the imaged files and perform the indexing on behalf of all the remote branches/offices. Again, depending on document volumes, even in the centralized model, multiple indexing stations may be deployed.
To understand which of these two models would be most appropriate for your company, it’s best to consult with the staff that will be involved with this new scanning and imaging process. The key questions that should be asked include:
- Who would do the scanning and/or indexing?
- How many indexing workstations do I need?
- Where should the scanning and indexing take place?
The answers to these questions will help guide you towards the deployment strategy that best suits the unique makeup of your organization, while aligning it with your current business processes.
It’s also a sensible idea to consider how the many factors related to your business situation can call for a change in your game plan. For example, your institution may already have existing scanning technology available – you may choose to utilize these scanners where they sit. Considerations such as the size and space available in each branch may play a part in your decision making. Perhaps it may be more cost effective to centralize your operations for institutions with a large number of branches. Varying levels of staff may require you to balance the workload of indexing where appropriate.
With these questions answered and an appropriate process map drafted, you can ensure that your organization achieves its goals, while minimizing the chances of any issues occurring that might impact the success of the activity.
Learn more about how Doxim can help with your document scanning and imaging processes.