Thanks. I know that but am glad to get someone else to back me up.
Joan L. Robotham
Records Services Manager
Debevoise & Plimpton LLP
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212 909-6801
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Larry Medina
Sent: Tuesday, April 11, 2006 4:29 PM
To: [log in to unmask]
Subject: Re: [RM] Scanning of Documents to Reduce Space?
On 4/11/06, Robotham, Joan L. <[log in to unmask]> wrote:
>
> I am interested in hearing from anyone in a law firm who has done
enough
> scanning to significantly reduce the amount of paper kept on site. We
> have been asked to figure out how to make this happen and whether it
is
> cost justifiable.
There are MANY reasons for considering the conversion of paper format
documents and records to digital formats, but the ABSOLUTE LAST REASON
should be "to save space".
This is a costly proposition, and the decision should be made for
business
reasons, such as improved access to information, a need for providing
concurrent/simultaneous access the same information to multiple users,
the
ability for users to avoid the duplication and use of multiple copies of
paper records by using electronic representations instead, etc.
You will incur numerous one-time and upfront costs for purchase of
equipment, software, improved communications systems, storage hardware,
training, and scanning equipment (if you elect to do the work in house).
There are also the costs of preparation of paper for imaging, indexing,
QC
of images, decisions of what to do with the hard copy after imaging,
etc.
And depending on how long the images will be retained, you'll have to
deal
with periodic conversion and migration to avoid hardware and software
obsolcensce and media degradation.
If you use a service bureau to convert your backfile information, you'll
have to orchestrate the release of information to avoid delaying access
by
parties needing it and ensure it's adequately protected in transit and
during conversion against any loss, damage or privacy issues. AND...
you
may need to consider what the Clients want, because with most law firm
"records", the great majority of them belong to the Client, NOT the
firm....
so you'll need to check with them before you convert and/or destroy the
paper... and don't forget the destruction of the paper by secure means
is
not inexpensive.
Larry
--
> Larry Medina
> Danville, CA
> RIM Professional since 1972
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