SharePoint and Document Imaging: Five Considerations

If you have -- or are planning to deploy -- SharePoint in your organization and are looking for a way to add paper-based information to the system (and why wouldn’t you!), here are five considerations to take into account when choosing a document imaging solution.

Consideration #1 – Paper connectivity should not require major IT involvement.
In many organizations, SharePoint projects are departmentalized and are outside of the domain of IT. In fact, according to AIIM’s 2008 State of the ECM Industry, only 42% of SharePoint projects have a formal plan that involved IT. Therefore, your capture integration with SharePoint should be virtually “plug and play” and should not require any modifications to the SharePoint server.

Consideration #2 – Are SharePoint project teams outside your firewall?
Do any of your SharePoint applications include non-employees, suppliers, outside counsel, consultants, customers, etc.? Do these individuals need to be able to access paper-based content within SharePoint?

Consideration #3 – Are hosted SharePoint services in your future?
Will your document imaging solution support a hosted environment?  Also consider image size of scanned documents. What file types are needed and supported? How is image compression handled? And ensure that encrypted transmission is supported.

Consideration #4 – Is real-time integration with SharePoint supported?
Does the capture solution recognize changes on the SharePoint site, such as updated or deleted folders and libraries? Does the document imaging solution provide an immediate confirmation of a successful scanning job? Does it support authenticated access to prevent information from being stored to unauthorized locations?

Consideration #5 – Is the document imaging application flexible and does it support multiple workflows?
Especially when scanning unstructured content (which makes up a large portion of content stored in SharePoint), the imaging application should allow the office worker scanning a document to browse destinations for the document within SharePoint, just like they were using their Web browser at their desk.  The application should also allow for pre-configured “QuickScan” jobs too, for easy execution of repetitive workflows. In addition, all SharePoint content types should also be supported so that paper content can be properly turned into electronic files.

What other considerations have you come up with when considering document imaging solutions for SharePoint?

If you would like more information on how to use SharePoint to help manage document-centric processes and how to include paper-based information into SharePoint, join us next Wednesday for the AIIM Webinar on the topic. Register for this free event here.

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