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 Many
organizations who are investigating better solutions to managing
their documents must consider if that solution is going to also
serve to handle their legacy documents/drawings and associated
data. Some organizations choose to implement document management
solutions for their business documents from a current time frame
forward while others choose to include documents back in time.
In either case, the introduction of a document management solution
needs to effectively address your legacy documents and how the
new solution will serve to complement the managing of both.
Practical Programs’ Professional Services Group can assist you in the
determination of the value of including/excluding legacy documents from the
implementation of a streamlined document management solution. If that decision
is to exclude a portion or all of your legacy documents, then we can serve
to provide you with proven methods for handling them to complement your online
document repository. If that decision is to include a portion or all of your
legacy documents, then we can serve to assist you in developing the proper
importing methodology that maximizes the value of these documents.
PPI has a variety of software tools to greatly enhance the scanning or
conversion and importing of legacy documents and their existing indexing
and/or file categorizing data. Whether you need to have hardcopy documents
scanned, extract documents and data from an outdated DMS tool, import from
existing folder structures, or gather indexing information from intelligent
coded filename structures, we have the means to streamline the operation.
If your goal is to include legacy documents into the new DMS solution,
PPI can ensure that those documents get imported and minimize the amount
of manual indexing that needs to occur in order to ensure the legacy documents
are easily retrievable.
Proper consideration and organization of legacy documents in line with methods
being incorporated within the document management solution will serve a multitude
of favorable objectives.
Several of these are noted as follows:
- Ensure consistent user friendly search and retrieval methods
- Save time
- Satisfy compliance to internal and external regulations
- Consolidate management of all documents
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