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UnCategorized Document management solutions companies often advise purging documents prior to scanning them in an effort to save money. This article will discuss purging documents prior to scanning and whether this technique is actually cost effective. In theory, document management solutions advise this technique because it saves money by decreasing the number of scanned images, however, this may not necessarily be the case. Purging a document usually refers to the shredding or removal of documents or records. These documents can be hard copy such as physical files, printed documents, hard disk etc.; or they can be soft documents such as database records, files or software. However, in this article we are referring to purging in terms of removing unnecessary content from a document before scanning it in an effort to avoid wasted resources. Document management solutions often advise purging documents. Based on numerous document management solution projects, I have found that only in rare cases is it actually cost-efficient to purge records before submitting them to be scanned by a document management solution company. Reducing costs is critical with today’s budget issues, and removing unnecessary content before scanning would seem to be a step in this direction. However, further analysis is required to determine whether this would in fact save your business money. Before assuming a purge would cut costs, ask yourself the following questions: – Is there a critical legal reason certain documents must be removed? – If you are removing duplicates, can it be determined which is the duplicate and which is the original? – If you are purging unnecessary content, who has the knowledge base to identify this content? Can this knowledge base be passed on via rules and examples? What is the pay scale or "burden rate" of this knowledge base? What is the net loss of "productive" time using an employee for this task instead of their usual function? – Is the purge-worthy content easily identifiable with objective rules or does it require an interpretation effort before it can be removed? – Is the purge content intermixed in the file or is it in one consistent location? – What is the overall volume or percent of content that would be purged from the files? – What is the RISK of an incorrect purge? As you go through your discovery process, measure the time and pay scale level of employees required for this process. Keep in mind that using a temp or an unqualified employee would mean constant interruptions to the management staff, and would only increase this cost. Measure your true purge costs and compare to the scan costs. Base your course of action on this result, not just the number of scanned images you would be saving. Document management solution companies often consider their costs of scanning rather than your cost of purging. This is why many document management solution companies advise businesses to always purge their documents. Although document management solution companies advise purging documents, it may not always beneficial or profitable. Your business must consider the costs of purging a document, in terms of time and effort, as opposed to simply following document management solution companies advise on purging documents. Decreasing the number of scanned images your business generates may be beneficial to your business, however, if it is costing your business time and money to purge these document your business should consider the actual cost of purging these documents. About the Author: 相关的主题文章: