Digitisation is NOT a Switch!
Digitising/Scanning a document doesn’t immediately result in an accurate complete reliable reproduction of the original source document. This is because an organisation needs to be able to prove that the reproduction made is an accurate, complete reliable reproduction of the original source document which can be used in place of a physical source document. To do that you need a Digitisation Framework.
However before we address this you need to consider undertaking the following five steps:
Develop and Implement a Digitisation Strategy and or Policy endorsed by Executive
Ensure you have reduced the quantity of paper received by the organisation via any incoming hard copy mail process
This may give you an opportunity to immediately reduce the amount of hard copy documents received/used within business processes, if you deliver the survey before you implement a Digitisation Framework. Digitisation is costly, especially if it is not required. Making small changes to a process will likely result in the removal of many hard copy documents from most business processes within your organisation.
Implement a Digitisation Framework
Be Aware that Digitisation of paper documents will have a major impact on the following:
- Business Processes
- IT Infrastructure (processing/performance and digital storage requirements), and
- Process of Digitisation/Scanning