publication of the International Legal Technology Association
Issue link: https://epubs.iltanet.org/i/535467
ILTA WHITE PAPER: JUNE 2015 WWW.ILTANET.ORG 43 A PAPER-TO-DIGITAL MASTER PLAN SOFTWARE • Includes comprehensive DMS integration for profiling and loading images and indexes of scanned documents • Enables desktop document profiling of paper from existing DMS user interface • Allows for scanning at front-office copiers and back-office production scanners • Separates overall work process to match job to the worker/pay grade • Has built-in software quality controls for scan-capture operation (image quality, page count, inventory controls, paper document disposition, etc.) • Includes powerful core image processing server(s) (OCR, image file creation, job prioritization, scan-to- email distribution, sending of links or attachments, etc.) • Remains hardware independent • Allows for extensions (maintain a separate repository for non-DMS storage, strong administrative controls, customizable workflows, etc.) HARDWARE • Uses the existing fleet of MFPs and copiers; if hardware is replaced, new devices should complement chosen software and P-to-D plan • Incorporates production scanners used in records department or centralized scanning (large feed hoppers, image quality adjustments, simple software controls, heavy-duty cycles, strong service-level agreements, etc.) • Provides specialized controls for production scanners (dual-side scanning with blank page dropout, auto-color detect, auto page count, centralized administration of device setup, etc.) SUPPORTING VENDOR • Has a legal market focus and P-to-D expertise • Offers P-to-D consulting as a standard service • Provides references from clients engaged in P-to-D initiatives (not casual scanning) The technology (and supporting vendors) should have the following capabilities: SET YOUR MASTER PLAN IN MOTION We need to create the digital matter file now for the attorneys demanding it while accommodating those who still want paper. Those with a paper preference today will migrate to the digital world over time. A paper-to-digital project plan is not unusually complex, but it requires new thinking. It takes vision, leadership, a formal master plan and a team to run it. It takes technology and expertise, and it takes time. The sooner you start, the sooner you stop paying for the unsustainable costs of paper records.