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Millennia Group Blog

Cost Benefit Analysis of Imaging

Who doesn’t smile when they order a turkey sandwich for $5 and it comes piled high with carved turkey, a pickle, a bag of chips and a drink – That is a positive cost benefit relationship. But that same order might cost $20 – That is a negative cost benefit relationship for most of us I presume.

Is there any way to ensure the positive outcome each and every time for each and every customer (User)? You can plan as best you can, but there is probably no way to please all people all the time. You may serve great turkey, the best pickle and all the other good stuff they wanted but the mustard you provide is way to spicy.

How does this relate to document imaging project planning? In the end, there is going to be a need to identify the really critical areas that the users focus on and demand for their daily work. Take a deep look at need versus want to get these answers. How often do I need to see these documents? Exactly which documents are important to which users? Are documents for in-active accounts important? Maybe for only the first 6 months (only scan active accounts and in-active accounts that are less than 6 months old). Does each folder only have 10 pages in it? Consider scanning it as one – 10 page document instead of the more costly 10 – one page documents (each named and dated which takes time and hence money).

Most of the cost of an imaging project is invested in the categorization or indexing of the documents so they can be retrieved later with simple searches. There may be 20 different relative items for a single document, but maybe 98% of the time only 4 or 5 would be used to find it. The cost of capturing all 20 would be far greater than the 4 or 5 yet not provide the overwhelming majority of users with satisfaction.

These are just some of the ways to look at imaging projects. The process to arrive at these answers is well worth the effort and will help ensure that you get the best possible Positive cost benefit relationship.

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The Beginning

We have all seen or used a checklist in our lives. In business in particular, a document checklist is ubiquitous. There are lists of documents to collect for bringing on a new customer or vendor. Every new employee has a list of documents that are required. There are lists for gathering loan documents or for buying a property. There are extensive lists for acquiring a company.

One list that is not generally thought of as a list are the file folders that have been set up on the computer or in SharePoint or Aren’t the collection of folders just a list of sorts? The folders are used to store the digital files that are shown on the list. Granted, some documents are still in paper, but most users would prefer to have all the files electronically.

The only thing is, the list and the folders are separate. This phenomenon struck us as an oversight of a simple solution. So we created, the features of a checklist and file storage all in the same place.

So now there exists an online document checklist with the power to also store the files. It goes well beyond that, which I will discuss in future posts. The reason for the blog is that this is a difficult concept to get across. So I am asking for help to determine why a checklist with file attachment is not as common as one would think and also to find all of the potential uses of such a tool.

I greatly appreciate your feedback and I look forward to talking about all the great uses we discover.

Contact us today for more information or to get started today

For more information on Millennia Group, please go to or email us at