Government Agencies Lead the Pack on Document Imaging Solutions

Once upon a time, the Internet was just a figment of the U.S. government's imagination. The Defense Advanced Research Project, or DARPA, developed the initial technologies that eventually turned into the Internet we now know.

Today, something similar may be happening with nascent document imaging technologies. Because while corporate America and even small businesses are increasingly using document scanning and imaging solutions, government agencies are making huge strides as well.

With so many vital files in need of reliable backup, it's no wonder that government needs document imaging like nobody's business.

The biggest example of this is the push for electronic medical records. But government entities are also using document imaging to improve police department procedures, as well as the procedures used by the IRS and even some welfare agencies.

Contrary to the government's reputation as a stodgy has-been lagging far behind the private sector in adopting dynamic new technologies, the guys in the gray suits are creating some of the most advanced document imaging systems around today.

Document Imaging Solution: Have Any Plans?

Yesterday's blog post concerned the issue of leadership within an organization, which is extremely necessary when implementing a document imaging solution that can change the way a company does business, but only if people within the company actually use the solution.

No doubt it's vital that managers be personally and professionally committed to the document imaging solution they are asking employees to use, but perhaps more important is the notion that specific uses for a document imaging solution must be in place ahead of time.

In other words, have a plan.

The best plans are specific to the organizations for which they are made.

General goals of a document imaging or records management initiative may include:

-- Reduce unneccessary printing and copying
-- Share documents across locations without physically traveling to deliver papers
-- Maintain a searchable database of paper files, without all the filing cabinets

Within those general (and good) goals, though, it's essential to relate the larger whole to the specific individual.

Jenny should go from printing her expense reports to emaling them as PDFs. Tom should be reminded that the Jones File can be accessed online, instead of ordering a courier. And Barry should know that he doesn't have to leave his desk in order to look up a file.

The more people use document imaging, the more they like it, and the more they like it, the more they use it. It's a virtuous circle.

Document Imaging Initiatives Demand Leadership From Managers

All too often, a company implements a document imaging solution that could change (for the better) the way the company does business, but few or no people in the office take full advantage of it. Things stay the same, simply from force of habit.

People still print unneccessarily, and other people print the same document at the same time, also unneccessarily. Costs aren't cut and old, bad habits are not broken.

The document imaging technology is new, potentially revolutionary, but human systems remain the same. It's a challenge with any new technology, document imaging included.

There is a better way. People can learn document imaging systems quite quickly, and use them quite extensively and quite effectively within a short period of time.

However, new solutions likely won't take hold if the boss of the office isn't familiar with and "bought into" the new document imaging solution being implemented.

People follow leaders, and leaders must therefore lead, if new frontiers are to be conquered.