We appreciate that your choice of data management supplier will be based on a number of factors. We would like to help you with this decision making process.

The main factor you may consider is how any chosen supplier would implement their system, but in reality you are more likely to base your decision on cost or the potential disruption to the everyday running of your business that this project would create. You could of course undertake the task yourself, but before you go down that route, please take some time to consider the following.

Scanning (or digitisation to give it its correct title) is priced not only by the quality of the document to be digitised, but also by the resolution (clarity of the image) and the amount of index fields you require. Then there is the quality of your information, how it is currently archived, how it can be accessed and the timeframe in which you wish it to be digitised. Once this has been scoped, the next decision to be made is whether to carry out the digitisation process on-site or off-site. Each has their merits and Devigo can address either in consultation with you.

Once the decision to digitise has been taken, you then need to choose the correct retrieval system that will allow you to access the digitised images in the most appropriate way. This must then be implemented ensuring it will work in unison with whatever software solutions you currently use. You must also give consideration to implementing the solution in a manner that creates the least amount of disruption to the everyday running of your business, your archived material and also the future material your business creates that will become the next generation of archived material.

You will then need to employ staff who have the necessary skills and understanding of how to collate, source and index all the archived material. Finally, you need to create an accessible business continuity plan to cover all eventualities, from a single lost file to a full blown loss of on-site data.

And then of course, you need to pay for it all!

If any of the considerations above are not taken into account, you could acquire an unsuitable solution and hence be making a very expensive mistake.

Dependent on the project size, price can become the real driving force, but whatever the amount of archived material your business has, Devigo can structure the costs in a way that is proportional to your company’s size and which ensures your continued profitable trading.