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Backfile Conversion. The Time is Now!

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With labor costs at an all-time low and scanning technologies at an all time high, now is the ideal time to embark on that backfile scanning project you’ve had on the back burner.

Backfile conversion, also called fileroom conversion or archive conversion, is the process of digitally scanning and indexing a repository of documents and then storing them in a searchable digital archive. This applies most commonly to paper files, but includes microfilm and microfiche as well.

The ideal time to start a backfile conversion operation is when your business starts using a new digital imaging system. This ensures that all records are in the same new electronic format and incorporated as a whole into the new system. Unfortunately, many businesses don’t have the luxury of doing it all at the same time—often because of budget, personnel bandwidth and lack of a process plan.

The reality is, if much of your organization’s documentation is still locked up in paper after you implement a document management solution, you won’t realize the true potential of a paperless solution—and you will certainly not see the promised ROI.

No More Excuses

Here’s an all-too-common scenario: The budget for your new document management system (DMS) didn’t allow for backfile conversion at implementation time. Now your system is experiencing workflow dependencies, slowing your entire operation.

We’ve found some common reasons why this happens:

1. The DMS was originally installed as a departmental solution only—and now you want to move to an enterprise solution.
2. The cost of backfile conversion (whether done in-house or outsourced) was too high at time of implementation.
3. The business lacked the personnel bandwidth to hire and manage a temporary workforce.
4. Scanning was the easy part, but the time-sink of document preparation brought the project to a halt.
5. Company leadership didn’t have the confidence that an outsourced backfile conversion provider could effectively perform document classification.

If you’ve being paying to produce, store and manage paper backfiles, it’s the ideal time to shed that burden—especially if your impetus is because you want to move your office. The benefits are very real, and the barriers to entry are almost non-existent.

Now Is the Time

According to the US Bureau of Labor Statics, labor costs are at an all time low, and technology and scanning capabilities are at an all time high—so the question is no longer “if” but “when?”

But it’s important to keep in mind that not all backfile conversion providers are created equal. Like in any industry, you’ll find plenty of quick-fix providers who are in it for the money rather than the quality. Keep these five points in mind when you start the process of finding the right backfile conversion partner.

1. Planning and Analysis—Make sure you have a well prepared project plan with full analysis of the type of documents, quality of documents and indexing requirements. A good service provider will offer to help you with this. A great service provider will insist on it.
2. Scanning Quality Control—Select a vendor with the proper equipment and the right quality control (QC) procedures. Demand 100% page-for-page QC to guarantee not a single page is lost—even when scanning millions of pages.
3. Document Control and Security—What happens if you need access to a document during the actual backfile scanning process? Will you be able to locate it rapidly and return it to the conversion process without missing a beat?
4. Auto-classification and Auto-indexing—Look for a vendor that has established procedures for auto-classification and intelligent classification. For those jobs that require human classification make sure you choose a vendor with a strong knowledge transfer process. This becomes critically important the more documents types you have. A system that can automatically classify documents on will enable faster, smoother indexing with fewer exceptions to bog things down. The right vendor will also be experienced in helping you determine the proper taxonomy and number of fields to index. Too few index fields and you’ll lose your document in a sea of electronic documents. Too many and you could incur exorbitant costs.
5. Image Storage and Retrieval—Make sure the indices and electronic documents images can be quickly and easily uploaded into your DMS—or find a vendor that will host the electronic documents as a service, and will link them into your business systems seamlessly.

Greg Bartels is president and founder of IPS—Setting the gold standard in backfile conversions for more than 20 years. Visit IPS online at www.ipsservices.com.

Comments

I know it's cheap, but why do it?

Submitted by Daniel O'Leary July 20, 2011 - 4:26 PM

My thought has been to go and scan the last 90-180 days of documents, because anything over than you would likely never need again. Granted, there are exceptions like ediscovery, FOIA, and others, but for the Fortune 500,000, is there a need to convert everything?

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Because a strategic approach to document conversion adds lasting value

Submitted by Gregory Bartels July 22, 2011 - 2:09 PM

Good question. There are several reasons why.

If you are thinking purely tactically, you would want to convert paper to images to save long term storage and handling costs, costs to move the documents to a new location or for disaster recovery purposes (paper does not hold up will in floods or fires).

I prefer to think more strategically on this front. Converting your backfile is the right thing to do if you ask the fundamental question: “What are we trying to accomplish with our document management solution?”

Too often, people think of their backfile documents as an undifferentiated lump. In fact, the backfile is just an extension into the past of today’s business processes.

Backfile conversion should be based on the same goal driving the decision to install the document management solution in the first place: adding lasting value to your business.

How do you develop that strategy? Start with an inventory of the material that might potentially be converted to electronic form. Once you know what’s there—employee, customer, vendor, contract, design, legal and other documents, you must define access characteristics for each kind of document based on value, longevity, retrieval frequency.

Another factor is workflow dependencies. A workflow system is like a production line—even a highly automated workflow will grind to a halt if inventory items (i.e. documents) have to be physically located and retrieved.

With this information in hand, you are ready to set a preliminary strategy. Top candidates for backfile conversion are indispensable and high value documents that, on average need quarterly retrieval or more often.

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This post and comment(s) reflect the personal perspectives of community members, and not necessarily those of their employers or of AIIM International