Document management using HP scanners

Digitize your information for a more efficient, and ultimately more profitable business

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In this article:
Benefits of document management ›
Getting started  ›
Choosing software  ›
Choosing equipment  ›
Business man scanning document
Introduction: Converting your paper documents into electronic form so you can store, share, and use them more effectively is just smart business. We'll show you the benefits of document management and guide you through each step of the process—from planning to execution.
Benefits of document management ›
Getting started
Choosing software ›
Choosing equipment ›
Doctor scanning forms
Once your documents you can store them securely, and backup your electronic record.
Business man smiling
The first step to document management is to thoroughly evaluate your current processes and IT environment, then map out the information you need to manage.
Document management systems use a combination of hardware, software, and business rules to support the three key elements of the document management process:
Capture: Scanners, MFPs or Digital senders are used to create an electronic version of an existing paper document.
Manage: Once your documents are in a consistent electronic format, you can store and manage them just like any other data file. You'll use server and storage equipment to secure, store, and backup your electronic record.
Share: To share your electronic files, you can use any number of resources and tools, including printing, email, file sharing, and more.
Here are some tips and tricks to consider before embarking on any document management system:
1.  Thoroughly evaluate your current processes and IT environment, then map out the information you need to manage.
2.  Make sure all the people who will be impacted by this change are on-board with the project before implementation.
3.  Design a system of document naming that will make for easy retrieval and careful version control.
4.  Create an archive system for older documents to streamline current searchable databases.
5.  Use passwords and other encryption devices to protect sensitive information.
6.  Thoroughly prepare documents before scanning—staples and torn paper can cause misfeeds and stop or slow down the process.
7.  Use HP scanner technology to create scanning shortcuts. A scanning shortcut will pre-determine where a certain type of scan will be stored digitally. Then, you just press a button and let your scanner do the rest.
8.  Routinely evaluate the effectiveness of your system. As your business needs change, allow your system to change with them.
• Next: Choosing software
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