When it comes to document scanning and your ROI I urge you to look at your workflow. Often I am asked, “How much will it cost to scan all of these documents”? These documents are typically tens if not hundreds of thousands of papers that are already archived.
To get the best return on your investment it is best to look at your workflow and understand how to manage your information day forward. This isn’t to say that your current records aren’t worthy of scanning, because I am sure certain populations of records are well worth it.
However, to scan archived records for the sake of reducing storage costs is rarely the answer to an improved ROI.
If you really want to improve your return on investment look for multiple benefits; such as:
- Reduce Labor Costs
- Shorten Retrieval Time
- Streamline Auditing
- Increase Productivity
- Reduce Storage Costs and more…
To implement a successful scanning solution it’s not required that you capture all of the benefits mentioned above; however, by tapping into at least two of the benefits you are going to see a marked improvement in your bottom line.
Whether you are in healthcare, real estate, manufacturing, insurance, financial services or any other business, chances are you are spending too much time looking for files rather than running your business. More important, your employees are too.
What Is Workflow? According to Wikipedia, Workflow is a sequence of connected steps where each step follows without delay or gap and ends just before subsequent steps may begin.
When one begins to look at their workflow it becomes inherent that you will find gaps, blocks and issues with your steps and processes that are costing you money.
An effective workflow must integrate processes across departments.
The true benefits of document scanning are realized when multiple people, in multiple locations can access the same information at the same time. This allows for the efficiencies mentioned above to be realized.
A couple of great examples are as follows:
Accounts Payable Some of the most common issues, amongst businesses in general, are they spend too much time looking for files rather than running their business.
Accounts payable is one of the most arduous processes for most businesses. AP in its basic form often requires inter office phone calls, emails and faxes regarding the invoices and the supporting documentation as well.
AP consumes many man hours and lost time in productivity looking for misplaced files and or supporting documents. This is never more evident than when looking for supporting documents at budget time.
Many healthcare providers are feeling the pressure to implement an Electronic Health Record System. One of the many problems is that a new EMR system doesn’t account for the existing paper records.
How does one integrate the hundreds if not thousands of paper charts that need to be swiftly, efficiently and reliably scanned and integrated with the EMR. In effect how can one integrate them into the workflow?
The Key to Improved Workflow
Whether you’re in AP, healthcare or any other business environment, you can benefit from improved workflow. The answer to improved workflow is often found in a sound enterprise content management system.
When implemented properly, an ECM system is used to capture, manage, store, preserve and deliver content and documents in a controlled and organized fashion. When it comes to your investment in document scanning look through at your processes with a wide lens.
You will find many more benefits looking in this direction than you will by simply looking to reduce your backlog of archived records. Wishing you a healthy ROI,