Every organization has tons of paper and electronic documents in various states: hard copies, electronic scans, raster images, pdf sets, duplicates, etc. When considering implementing a document management system, it seems like scanning the paper files and organizing the electronic files often appears to be the issue that takes priority instead of setting up an electronic document management system first. The thinking often is, “we have to get everything scanned and organized before we get a system.”
The question is: “How can you get everything organized until the structured system is in place? How can we keep them organized and controlled, so they don’t get disorganized all over again? This is why it is paramount to get your electronic document management system installed and configured BEFORE you start on any scanning project or go about trying to organize your electronic files.
Also, once you have an electronic document management system in place, files for all new projects can be stored, organized, and controlled there so that they do not end up like the files for your legacy projects.
As Stephen Covey, author of The 7 Habits of Highly Effective People, said, “Begin with the end in mind.”