At CPS, we understand that embarking on a digital transformation journey can be exciting and overwhelming. One of the most critical steps is organizing your records before sending them to a scanning service. Preparing ahead of time can make the entire process smoother and more efficient, ensuring your agency’s digital records are well-structured and easily accessible. Here’s how CPS helps agencies like yours prepare for a successful scanning project.
1. Start with Your Retention Schedule
Before physically preparing your records, it's crucial to take a step back and assess your document retention policies. At CPS, we strongly advocate for agencies to focus on scanning only the documents they need to retain. The cornerstone of this approach is your retention schedule. By discarding any documents you are not legally mandated to keep or that no longer serve an operational purpose, you can significantly reduce scanning costs and minimize the digital clutter that could slow your future searches.
2. Purge Unnecessary Records
Once your retention schedule is in place, it’s time to identify unnecessary or outdated records. Our Backfile Scanning service is designed to lighten your load by limiting the number of paper records entering your agency and enhancing your digital transformation efforts. Purging old, irrelevant, or duplicate documents not only allows your scanning project to focus on essential records but also relieves you of the burden of unnecessary data. We do not recommend scanning documents that you don’t plan on keeping, as this defeats the purpose of efficient digital archiving.
3. Identify Document Types and Naming Conventions
When preparing your records for scanning, we must communicate key details to CPS so we can set up your digital files accurately. Here’s what we’ll need to get started:
- Are you an existing Laserfiche user? If so, we’ll align the scanned files with your existing setup.
- Document types: What types of documents will we be scanning? (e.g., permits, agendas, contracts)
- Naming conventions: How do you name these documents? This helps us maintain consistency across your digital files.
- Templates: Do you have a template for these records? If not, we can build one for you.
- Folder structure: Provide us with a screenshot of your current folder structure, and let us know where you want the scanned documents to go. If you don’t have a structure, our Professional Services Group (PSG) will design one for you. If the folder structure is a new concept for you, we can hop on a call and show you some examples.
Your active participation is crucial to the success of the scanning process. The more information you provide, the more tailored and efficient the scanning process will be. Your input helps us understand your unique needs and ensures that the final product matches your agency's requirements and expectations.
4. Determining Volume and Complexity
Every scanning job is unique. At CPS, we typically differentiate scanning projects by volume (the number of boxes) and complexity (related to metadata and templates). The more complex the project, the more intricate the document indexing and file structure. To help us provide an accurate quote, our scanning bureau samples your documents to gauge both volume and complexity. This ensures that the final product matches your agency’s requirements and expectations.
5. Accessing Active Files During Scanning
Sometimes, agencies need access to records while they are in the hands of our scanning bureau. CPS can typically return these active records to you within 24 hours. This quick turnaround time ensures that you always have access to critical documents when you need them. However, we generally recommend scanning active files in smaller batches to minimize disruptions to your agency’s operations. This way, you can maintain access to critical documents while progressing with your digital transformation, giving you a sense of security and control.
6. File Indexing and Metadata
Once scanned, your documents need to be easily searchable. At CPS, we work with you to develop a file indexing system that aligns with your agency’s needs. This includes determining the metadata and indexing structure—whether by date, document type, or department—so that finding records later is quick and intuitive.
At CPS, we aim to streamline your agency’s transition from paper to digital through thoughtful preparation and customized solutions. By focusing on your retention schedule, organizing document types, and properly preparing physical records, we ensure that the scanning process is efficient and cost-effective. With our expertise in Laserfiche and professional services, we can help you build the right template, folder structure, and indexing system to ensure your agency’s digital files are well-organized and easy to access for years.
If you’ve got any questions about backfile conversions, let us know.
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