Find Your Options for the digital archiving

 

So much content has been created, paid for and then used only once. Creating a digital archive is a great way to give old content a new life and there are plenty of benefits that might not be immediately apparent.

But creating a digital archive can appear daunting, especially if you have a lot of content. Sometimes it’s just hard knowing where to start. To help you with that, we are creating a new series of articles on how to bring your magazine archive to life. However, often archives are not just about printed material.

Remember our post on how performing arts sector is leveraging on digital archives to bring their past yet precious performances to life? We’ve pretty much established on that feature that dusting off archives and putting them online is, undoubtedly, a good idea. Go for the digital archiving process in this case.

Think about your audience

Holden emphasises the importance of thinking clearly about your audience. ‘The audience for it is crucial. If what you’re trying to do is engage with your general public stay focused on that, because the project can very easily spin out of control. Particularly if you’ve got a long history. So stay really focused on the things you want to catalogue and the way you want to catalogue them, because you’ll never be able to do it all.

Engage your audience

Engage your audience in the process, said Holden. ‘We have volunteers who work with us regularly on all sorts of projects, and they loved being engaged in this process – of scanning, of data entry, of helping in the process of keeping the archive together.’

Work with an archivist

Seeking professional assistance to digitise your archive can be useful. Holden recommends working with an experienced archivist, and with collecting institutions.

Access funding

Holden stresses that creating a digital archive can be costly, so seeking funding can ensure the project is a success. ‘We were funded through the Brisbane City Council, not through any arts program but through a community history grant. And I think if an organisation has a key role to play in the city or in the state, then there is often a grant program to assist with the costs of development.

Perfect Document Imaging in The Right Format

 Document imaging is the way forward for organizations across all marketplaces. But many companies fail in their document imaging projects because they don’t have cohesive strategies in place. Our team at MES has many years of experience in the document imaging sector, and we’re highlighting our tips for a successful imaging project.

Discuss the Type of Document and Conversion Requirements

Before starting your document imaging project, make sure the team knows the type of document that requires conversion and the full conversion requirements for your document collection. For example, will you be converting all paper documents to an electronic format or just some of the documents? Those in the medical industry must follow strict data collection laws and thus may have to save paper copies of the converted documents before they can scan them. Client server based system is more popular system for document storage.

Identify Key Challenges

The next step in the process is to identify the key challenges you face within your document imaging project and then devise solutions for these challenges. For example, one key challenge many companies face involves having to securely store customer data from paper files. Make sure you partner with a document imaging expert during this process and discuss the potential solutions to your unique industry challenges.

Review the Transition Plan

Your transition plan should include details on which items must be kept until a specific destruction date. The planning process should involve identifying these documents and ensuring they are indexed correctly for later recall. Identifying the most often used and the most important documents is critical during this process as it will help to save your team time when they go to use the digital files later.

Remove Older Document Versions

When planning your document imaging project, try to identify older versions of documents that are no longer required. Cross-reference the data within the paper documents to determine whether or not the information is of any use and make sure that you’re not keeping two copies of the same document in your system. By removing the older documents, you can significantly reduce the cost of your document imaging project.

How Using the Document scanning software Works Perfect

 Gone are the days of paper storage. A good document management system is essential to any small business. You can set your business up for success by storing your important documentation digitally and securely.

 Choosing the right document management system starts with accurately assessing your organizational needs. The main choice you'll have to make right off the bat is whether you want an on-premises or cloud-based solution. Each type of system offers the same functionality, but there are several key differences in the way maintenance is performed and data is stored. Using the Document scanning software  is important here.

 But where should you start when choosing a document management system? After all, it's a crowded field with a lot of different vendors. This guide will help you understand the basics of document management systems and provide you with a roadmap for the procurement process. If you want a reliable shortlist to choose from, you can always check out Business News Daily's best picks for document management software.

 What is a document management system?

Document management systems are essentially electronic filing cabinets your organization can use as a foundation for organizing all digital and paper documents. Any hard copies of documents can simply be uploaded directly into the document management system with a scanner. Oftentimes, document management systems allow users to enter metadata and tags that can be used to organize all stored files.

 Most document management software systems have a built-in search engine, which allows users to quickly navigate even the most expansive document libraries to access the appropriate file. Storing sensitive documents as well? Not to worry, most document management systems have permission settings, ensuring only the appropriate personnel can access privileged information.