We have been busy searching for the meaning of Scanning so to speak. Millennia Group has been a scanning service bureau or scanning services company for 17 years now. We have always put customer first and that has meant providing our valued customers with scanning services that they wanted and were willing to fund. There is no question that when the economy was really good, the willingness to fund scanning projects was far greater than it is today. The underlying reasons to scan have not changed, but the willingness to fund them has, shall we say, tightened up a bit. And we understand that. This has caused us and our clients to look deeply at the reasons for a scanning project. The results of that look are really not surprising.
What we have come to fully embrace and advocate is that scanning needs to be looked at as part of business process improvement. Scanning is not a means to empty a basement full of boxes or to Go Paperless. Scanning is also not just a means to satisfy the disaster recovery team or to eliminate some file cabinets. While it is true that those things can be the result of scanning, scanning must be tied to business process improvement to get past the justifiable financial scrutiny.
For this reason, over the past year, we have been starting the conversation with companies that call and want us to “scan all of their documents” with this simple question – Why? What is this project going to do to improve your business? Will it turn a paper based routing and approval process into a paperless process with tracking, notices and an audit trail? Yes, we are on board and we can help you with that. Will it give your dispersed and mobile workforce better access to customer and project documentation and let those remote users upload new documents? Yes, we are on board with this too and we can definitely help.
Be willing to have a thick skin and maybe look hard at some internal processes that may not be optimal or in fact broken. Embrace some well thought out change. Now scanning is really going to improve your business. Will a centralized, trusted, online repository of your business documents empower your mobile or dispersed workforce? Yes, we can help get your there.