Purchase scanning hardware and software. This scanning time is analogous to standing over a fax machine while the pages feed and is typically not productive time in itself. Staff must be trained in the use of the hardware and software for scanning, and a plan for consistent archiving of scanned documents must be implemented. There is a lot of preparation and ongoing labor needed to enjoy the digital document advantage, if it is all handled in-house. Outsource scanning services.
Document conversion is done by trained technicians.
Document images on CD can be integrated into an existing network or database system. Most of the staff only needs training on the use of the document images, not producing them. It only takes a few minutes for someone with basic computer skills to learn how to view or print the documents. Documents maybe located with inexpensive indexing software, further speeding up the efficiency of using the document images. To summarize, using digital documents is quicker and more efficient than using paper originals.