When considering the move there are several factors that must be thought out.

Starting with the initial need why move to change to a digital format? Well there can be many variables driving this decision. It can be the need to reduce the number of file cabinets in your office. Or consider the time spent looking for client files that may be sitting on a colleague’s desk. It may be a concern for the safeguard your client files in the event of a fire or natural disaster. After all let us not forget we live in South Florida. Many experts believe that a key benefit for the conversion to digital data is the ability to collaborate. Don’t misunderstand the importance of the other key factors, but at the core, the real benefit of implementing an electronic data repository is efficiency.

This is achieved by creating a single source for the client records. This source can and should include all data pertaining to the client. This can be e-mails, documents, charts (if you are a medical practice) and any other data record relevant to the client. By storing all records in this manner and by granting the staff within your business access, you have created an environment that allows keyword searches, document versioning, profiling and backups.

Simply put, with proper profiling of the data or document when created and stored within the database, you are creating a powerful tool for future searches. No longer will your staff spend time searching for client files that are scattered throughout the office. Or wonder if the document that is stored on their computer hard drive is the most recent version. No longer will management be concerned who has access to data may be considered sensitive. This is done by establishing user groups and profiles. These profiles can be managed thus granting as much or as little access to the document library as needed.

What should be stored within my company’s document library?
This is the most commonly asked question when assisting my clients makes the transition. Should we start from the starting point going forward? Should we digitize (scan) active client files? Or should we convert all our records? The most commonly used, is converting only active client files. The process of converting paper files can be time consuming, expensive and requires the proper equipment, network set up and resources. So when considering the move to electronic records an evaluation of your company’s network, data storage and backups is an absolute must. You need to ensure that the server has the capacity to handle the added workload, data and backups. A proper backup of the data must be in place in order to reduce the risk for lost records. The backup should be robust enough to handle the current and future growth of the document library.

So in closing to leap or not to leap, is no longer the question. The question becomes which tool, process and format to be considered. As lack of action will only limit your businesses competiveness in the digital world.

Humberto Comellas is the President and CEO of ulltium consulting, Inc. www.ulltium.com a technology consulting and integrator specializing in the healthcare and legal market.