Depending on the amount of paper you’re looking to digitize, scanning projects can be expensive. If you are having trouble finding funding for your scanning project, get inspiration from these creative Laserfiche customers:
Loudoun County, VA. Named to the Center for Digital Government’s list of “Top Digital Counties” every year since 2004, Loudoun County has been using Laserfiche since 2007. Gopal Kanneganti, Loudoun County’s senior imaging systems analyst, explains that back scanning is a major concern for many of the county’s departments. They want to get rid of the need to store paper copies of old records, but they often don’t have the resources to outsource the back scanning or hire dedicated scanning staff. He has two suggestions:
- Start with day-forward scanning and have staff members back scan when they have a few spare moments.
- Look for help in unusual places. “For information that’s not sensitive, we’ve back scanned with the help of work-release participants. This provides the county with an inexpensive source of labor while helping non-violent, minimum-security inmates learn new skills that help them find jobs once they return to the community,” says Kanneganti. “We’ve easily saved more than half a million dollars over the years by taking advantage of the work-release program.” If you don’t have access to a similar program, consider training interns or volunteers to help.
Fertility Centers of Illinois (FCI). With ten clinics and two in-vitro fertilization (IVF) centers located throughout the greater Chicago area, FCI uses Laserfiche to scan, store and process explanation of benefit (EOB) reports and medical data such as lab results and X-rays that is not stored in its EMR system. Although the company started out with seven dedicated staff members who scanned everything into Laserfiche, it reorganized to scale back on this expense.
According to Tracy Guzman-Barron, administrative services supervisor at FCI, “Now two of us go to the different clinics and train the office staff on how to scan and organize things for themselves. We create centralized templates and standards and then give the offices the flexibility to import files as they see fit.” This is possible, she says, because Laserfiche is so user-friendly. “This isn’t a hard system to learn. I was a novice when I started here in 2007, but it was extremely easy to get into the swing of things. It saves us a ton of time, money and frustration.”
For more information on scanning best practices (including a helpful worksheet to complete before kicking off a scanning project), be sure to download your copy of “The Ultimate Guide to Scanning” today!