Setting a schedule when digitizing

Setting a schedule when digitizing

Many of us like to live our lives on a schedule. Sure, it's nice to have some time to relax and spend time with friends and family, but during the work week or maybe only when a project needs to be done, having a regimen might be the best thing to ensure success.

Schedules are good in that they tell us exactly what we need to be doing, when and where. This can be supremely helpful if we get off track with a personal call, browsing the Internet or any number of other distractions that can throw a wrench in our plans. Plus, they let people know if they've forgotten anything or missed a crucial step when creating a presentation or other work function.

To make work schedules a bit tighter and more efficient, a lot of offices are embracing electronic document imaging strategies. This way, workers can access all of their critical documents without having to get up from the computer to go searching through file cabinets. Plus, doing this would also ensure that files wouldn't be lost or thrown away easily. There would be more overall transparency within the company, and more individuals would be held accountable for their work. 

But first things first - the office has to digitize. This is likely a new experience for everyone involved, and leaders might not know where to start. To organize the process a bit, it's usually a good idea if administrators come up with a schedule to take on this electronic workflow strategy. 

The benefits of creating a plan during this time are immense. Not only can this keep workers on track and allow the company to digitize as soon as possible, but it also helps make sure there are no errors. For instance, an entire section of files could be forgotten if they weren't accounted for in some sort of schedule. Either that or records could be loaded online more than once, taking up space on the archive unnecessarily and making the business pay for more space they don't need.

So how should corporate leaders organize their schedules? There are a number of different ways, it just depends on what works best for the business. Either that or administrators could go with a hybrid of more than one strategy. As long as there's some method to the madness of digitizing, the firm will likely come out of this successfully.

Time
Perhaps one of the easiest methods is to put things online in the order they were created. For instance, maybe documents from 2007 would go up before those formed in 2012, or vice-versa if that makes more sense. 

However, it's important that all employees are on the same page as far as the date goes. It could be by date of creation or the last time the document was edited. It's up to the business leaders to decide if a record that was created in 2007 but underwent major changes in 2009 should be put on the computer before the file drafted in 2008 but never touched again. 

Plus, administrators need to make it clear that the oldest documents are going online first, as opposed to the newest ones, or vice-versa. This way, everyone's on the same page and can easily load the records they have under their possession.

Per department
On the other hand, it could be easier to split up the schedule by department. This way, all employees across the business would know when their section would be digitizing their records - maybe all the papers associated with the finance sector would be first to be placed on the computer, while the marketing team would go second, and so on.

The only thing executives would have to be careful of would be workers stepping on each others toes - like in the case of special projects worked on by two departments. Each of these situations would have to be figured out on a case-by-case basis.