Bernard,
We started of the project with distributed scanning considering the
parameters that you have mentioned in your email. However over the
course of 18 months that this project has been operational we have come
across a number of challenges that we are hoping centralize scanning
will be able to address. Some of these are:
- Currently the scanning is done by support staff in each individual
department. However when the department gets busy the scanning is put on
back burner which means we are not getting the turnaround time that we
had promised.
- We are finding that that in some cases we are compromising the
integrity of the system. All staff are trained when they are initially
provided access to the imaging system. However we are finding that
because of the number of hats these people have to wear in a given day,
the accuracy of the index data/ quality of the scans is suffering.
- We are not utilizing the full potential of the scanners since most
depts scan maybe 1-2 hours a day.
I totally agree that in some scenarios distributed scanning works
better, however in my case, in the organizational setup and culture that
I have here, I believe centralized scanning will be a better option.
Regards
Nishika
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Bernard Chester
Sent: Friday, May 09, 2008 1:12 PM
To: [log in to unmask]
Subject: Re: Centralized Scanning Office
Why is this preferable? I am curious how you are justifying the change.
I've helped customers go centralize and go distributed, and often the
reasons have nothing to do with efficiency or accuracy. Centralizing
based
upon the big scanner is cheaper than several small ones only gets a
one-time
saving and, with backup equipment may not even occur. What factors are
you
using?
When you centralize you need to add protocols for transporting and
tracking
originals, including information security and sign off for destruction.
You
need to cross train staff so they have multiple department knowledge.
You
also will need some form of Service level agreement, so it is clear who
gets
priority and what deadlines are important.
Bernard Chester
IMERGE Consulting
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf
Of Nishika Gupta
Sent: Friday, May 09, 2008 8:24 AM
To: [log in to unmask]
Subject: [RM] Centralized Scanning Office
Good Morning!
I am in the process of preparing a proposal for our executive council to
set up a centralized scanning office which will replace the current
distributed setup. I was wondering if anyone who has done this before is
willing to share their experiences with me in terms of what to include.
Also are there any reference materials that elaborate on the costs
associated with setting up such a unit.
Thank you.
Nishika Gupta
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