document managemetn consulting

Understanding Document Management Consulting

Document management consulting services help businesses transition to a paperless office or migrate from a legacy document management system by providing expertise on how to organize and digitize documents efficiently. Consultants analyze current manual document workflows, automate the manual workflows, and train employees on new systems. They aim to streamline processes, increase productivity, and reduce costs associated with paper-based systems.

Assessing Your Current Document Management System

When assessing your current document management system, it’s essential to evaluate how efficiently your documents are organized, accessed, and secured. Consider the following points:

  • How easily can you locate specific documents when needed even when you know very little about the document you are looking for?
  • Are your files stored securely to prevent unauthorized access?
  • Is your current system contributing to a clutter-free workspace?
  • Are there any inefficiencies or bottlenecks in your document workflows?
  • Is your current system able to automate manual workflows convert paper forms to electronic and automate the forms process?

Effective document management consulting can help identify areas for improvement and streamline your processes toward achieving a paperless office.

sign up with document management consultant

Customizing solutions for your business

Document management consulting offers tailored solutions for your business to go paperless. Consultants assess your specific needs and design strategies to optimize document workflows, storage, and retrieval. By customizing solutions, your organization can achieve greater efficiency, cost savings, and streamlined operations.

In addition, if you have a legacy system that you would like to replace with a robust ECM (enterprise content management system) such as Laserfiche, a good consulting team can help you through the whole process.

Implementing Document Management Software

Document management software can streamline your files, make them easier to find, and boost productivity. Here’s how:

  1. Organization: Store and access documents electronically for a more orderly system.
  2. Efficiency: Save time by quickly locating and sharing files within your organization.
  3. Cost-Effective: Reduce expenses related to printing, storage, and manual file handling.
  4. Security: Protect sensitive information with encrypted and restricted access.
  5. Compliance: Ensure that your document management practices align with industry regulations.
  6. Automate Workflows: A good ECM system can automate manual workflows save a lot of time and ensure that the company’s policies and procedures are followed every time.
  7. Paper Forms Processes: A good paperless solution can replace paper forms with electronic forms and automate the business process associated with the form.
  8. Security: Protect sensitive information with encrypted and restricted access.

Training Your Team On New Processes

Train your team on the new document management processes to help them streamline their workflow efficiently. By providing thorough training, you can ensure that your team understands how to effectively transition to a paperless office. This can involve educating them on using document management software, organizing digital files, and implementing new protocols for handling documents. Engaging your team in training sessions will promote collaboration and adoption of the paperless office concept, leading to increased productivity and efficiency in your workplace.

A good consulting team can identify and automate many manual tasks that users commonly do. This automation reduces the time your team spends processing documents and reduces the amount of training your staff needs.

Migration Of Paper Documents To Digital Format

When you migrate paper documents to a digital format, you can save physical storage space and make your documents easily accessible and searchable. Document management consulting can assist you in this conversion process, ensuring that your digital documents remain organized and secure. By digitizing your documents, you can reduce the risk of loss or damage and streamline your office operations.

scanning paper documents

Migration Of Electronic Documents

Most organizations have important PDFs and other electronic documents that should be stored in an ECM system. These documents can easily be imported and organized in a good system. If you wish to keep these documents for many years, it is a good idea to convert them to TIFFs. If you look at archiving guidelines by state agencies such as the Minnesota Historical Society, which set guidelines for all State and Local Government agencies to store their documents. They recommend that you do not store important documents in PDF format. For on that subject, you can read https://www.hemingwaysolutions.net/scanning-and-storing-pdfs-is-a-bad-idea/

You should be careful not to store other electronic files that may change or not be supported in the future. We had a city that came to us for help because they had stored their city council minutes in a PC-Write file format. That type of file had not been supported for many years. So, we had to develop a tool to open each one and convert them as a TIFF. This was an expensive mistake they made.  But you have the same issue if you store Word, Excel, and other common files in the future. There is a good chance the formats for these files will not be supported in 20 years.

Migrating From Legacy Document Management systems

Unfortunately, document management companies go out of business or merge with other companies and now users are forced to migrate to a new paperless solution. This is a common issue, here is an article I wrote on this topic Picking A Stable Paperless, ECM Software Vendor Is Important | Your Laserfiche Solutions Partner (hemingwaysolutions.net).

When you are forced to migrate to a new system, it is an expensive and unwanted cost. Our Laserfiche consulting team has done over 350 migrations, totaling over 100 million documents migrated. Here is more information on our consulting services: https://www.hemingwaysolutions.net/laserfiche-consulting-service/

And here is a story on a complicated migration we did for the Minneapolis Star Tribune that no one else would bid on.  https://www.hemingwaysolutions.net/minneapolis-star-tribune/

Here is what Cory Kuester said after the project “We were very impressed with the amount of support we received from them during the conversion that allowed us to make our implementation date,” Kuester says. “Their experience with PeopleSoft in prior conversions meant they could give us all the help we needed retrieval of images from within PeopleSoft.”

Laserfiche consulting experience

Ensuring Data Security And Compliance

When implementing a document management system, data security and compliance are essential considerations. By using proper encryption methods and access controls, you can safeguard sensitive information from unauthorized access. Additionally, complying with regulations such as GDPR, Department of Defense (DoD) 5015.2, VERS-Certified , and HIPAA ensures that your document management practices meet legal requirements, reducing the risk of fines or data breaches. 

Monitoring And Optimizing Your Digital System

To keep your digital system running smoothly, it’s important to monitor and optimize it regularly. This can help improve efficiency, reduce errors, and ensure optimal performance. Consider tracking system usage, identifying bottlenecks, and updating software regularly. Optimization involves fine-tuning settings, streamlining processes, and ensuring data security. Regular monitoring and optimization can help you achieve a more efficient and secure paperless office. Laserfiche ECM has auditing capability which is extreemly helpful. And Hemingway Solutions has build Microsoft Power BI dashboards that allow you to manage your teams performance and the document retention of your system.

Achieving Long-term Success In A Paperless Office

To achieve long-term success in a paperless office, document management consulting can provide valuable expertise and guidance. Consultants will assess your current paper-based processes, recommend digital solutions, and help you implement efficient document management systems. By going paperless, you can streamline workflows, increase productivity, reduce costs, and enhance data security. Embracing a paperless office requires a shift in mindset and the adoption of digital tools like electronic signatures, cloud storage, and document scanning software. Working with document management experts can set you on the right path toward a more sustainable and efficient workplace.

Customer Testimonials

“They integrated Laserfiche with our financial system and LOGIS GIS.  It was amazing what they could in such a short time.  Very cost effective.”

Dean Busch

 IT Manager, City of Ramsey

 

“We were very impressed with the amount of support we received during the complex migration from our legacy system. Their experience with Laserfiche and PeopleSoft in prior conversions meant they could give us all the help we needed.”

Corrie Kuester

IT, Minneapolis Star Tribune

 

“Hands down, I would recommend Hemingway Solutions, they migrated our data from DocuWare to Laserfiche. They do an amazing job for us.

Keith Knapp

Director of Communications, Minnesota Insurance Brokers Association

 

“I cannot even begin to express how elated I am with this product!!!!!!

They have been so supportive and even suggesting fixes I would not have required. I get the feeling he is just as invested in getting us up and running as I am.

 

This has been the best software rollout experience I have ever had —- and I have launched a LOT of software programs (and written a few myself).”

Dee Bradshaw

Director of Purchasing

Community Health Centers, Inc.