Must-Ask Questions Before Starting Your Digitisation Journey

Document digitisation is an essential first step in kickstarting your digital transformation journey. Even if you only digitise a portion of your files or adopt a day-forward approach, there are significant benefits. 

Digitising documents helps establish a structured filing system, enabling secure file sharing and text-searchable documents. Moreover, converting files to digital formats frees up valuable office space and grants employees remote access to crucial information.

Whether you’re embarking on a high-volume digitisation project or starting small, having a clear strategy is vital. Here are the key questions to consider before accelerating your transition to a digital workplace: 

1. What type of documents need scanning? 

Assess the variety and volume of documents. Are these hard copies of letters, images, financial records, contracts, or plans of different sizes? Determine whether you have numerous boxes of records or just a few documents that need imaging. Understanding the scope helps in planning the project effectively. 

2. Do you need colour, black and white, or specific colour scans?

The colour requirement of your scans depends on the usability of the digitised documents. Colour scans may be necessary for documents with colour-coded information or images, while black and white might suffice for text-based documents. Consider the end-use of the scanned files when making this decision. 

3. What type of file output do you need?

Decide on the output file formats that best suit your needs. Common formats include PDF for general use, Excel for spreadsheets, or MDB for databases. Additionally, consider how you want these files delivered—options include flash drives, external hard drives, CDs, DVDs, or secure FTP transfers. This choice impacts both accessibility and security. 

4. Do you want the scanned documents coded and annotated? 

Coding and annotating documents can greatly enhance their usability. Coded documents are easier to categorise and search through, which is beneficial for large volumes of data. Determine if this added layer of organisation is necessary for your project. 

5. Do you need a hyperlinked index to the scanned documents? 

A hyperlinked index can make navigation through scanned documents much more efficient. Decide whether you need this feature and in what format—Excel or PDF. This is particularly useful for large document sets that require frequent reference and quick access. 

6. What are the costs? 

Understand the costs associated with document scanning. These can vary widely based on factors such as volume, complexity, and required features. Consider both the initial outlay and any ongoing costs for storage and maintenance of the digital files. 

7. What to look for in a scanning partner? 

Choose a scanning partner with the right technology and certifications. Look for accreditation for quality and information security. These certifications ensure that your digitisation project will be handled with high standards of quality and security. 

8. What is the timeframe for the project?  

Define a clear timeline for your digitisation project. Consider the urgency of having documents digitised and how this aligns with your overall digital transformation goals. A realistic timeline helps in managing expectations and resources. 

9. How will you manage the transition from paper to digital? 

Develop a plan for transitioning from paper-based processes to digital ones. This includes training employees, updating workflows, and ensuring that digital systems are user-friendly and integrated with existing processes. 

10. How will you ensure the quality and accuracy of digitised documents? 

Implement quality control measures to verify the accuracy and completeness of scanned documents. Regular audits and checks are essential to maintain the integrity of your digital records. 

By addressing these questions, you can create a well-structured plan for your document digitisation project, leading to a more efficient, secure, and accessible digital workplace. 

Why Law Image is a digitisation partner of your choice 

Choosing the right partner for your document digitisation needs is crucial, and Law Image stands out as a top choice. With advanced scanning technology and adherence to ISO 9001:2015 for quality management and ISO 27001:2022 for information security, Law image has been a prime partner to the legal industry in Australia, providing high-quality, secure digitisation services.  

Our expertise in handling various types of documents and providing customised solutions makes us a reliable partner for your digital transformation journey. Law Image’s commitment to excellence and security ensures that your documents are digitised efficiently and accurately, allowing you to focus on leveraging your digital assets effectively.