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Subject: Re: Centralized Scanning Office
From: Evans Kitty <[log in to unmask]>
Reply-To:Records Management Program <[log in to unmask]>
Date:Mon, 12 May 2008 10:00:08 -0400
Content-Type:text/plain
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While totally centralized scanning is not an option for us, I can attest
to the downsides of distributed scanning.  Unless there is an audit in
progress, the scanning work falls to the back of the priority line.  One
thing I have noticed about this is, as the original people who were part
of the implementation, move on, there is less resistance to scanning
from their replacements.  I am taking that as a positive sign.  In the
beginning it was an "added" responsibility but as new people take over
those positions, it is "just part of the job".

Because the remote scanners may not be as accurate (they don't do this
all day), I have to step up my Quality Control and Database Management
processes to take that into consideration.  I also have to use tighter
controls on entering keywords to try and eliminate a lot of the more
common errors before they happen.  Another disadvantage I have is that I
don't supervise the scanners in the remote offices.  But, fortunately
for me, I do have pretty good buy-in with the people who do.  Again,
that is improving as the "original" people move on and are replaced by
people where Imaging "has always been thus".  We have been "Live" for
over 5 years now.

Kathryn "Kitty" Evans
Document Imaging Manager, OCSA

All About Staffing, Inc. (CoID 38973)
1000 Sawgrass Corporate Pkwy, 6th Floor
Sunrise, Florida 33323

FAX: 866-646-2517
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-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Nishika Gupta
Sent: Monday, May 12, 2008 9:40 AM
To: [log in to unmask]
Subject: Re: Centralized Scanning Office

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
[log in to unmask]

 


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