Question

Explaining to leadership why you can't just "scan and dump" into Laserfiche

Laserfiche Ideas Scanning Records Management

Updated March 22, 2016

asked on March 22, 2016

Hello all,

In our Laserfiche implementation, we are trying to build a case as to why we cannot just "scan and dump" documents into Laserfiche. Our implementation team knows why it is important to assign every document a template and metadata if we ever have hope of finding the document again, but does anyone know if Laserfiche has a business reason as to why the system is set up to not simply act as a basic file serve, but rather assign metadata. I know it sounds like a very silly question, but it is one we need to have an answer for when trying to get leadership buy-in. We have leaders who came from another city, where they did their implementation about a decade ago and apparently just "scanned and dumped" and that is what they would like for us to do here. My argument is Laserfiche is not set up that way, and they would like to know why. Would love to collect some good reasons from the user world out there, since my typical "we need the metadata!" answer isn't carrying much weight.

Thanks!

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replied on March 22, 2016 • Show version history

Hi Jenny,

When dealing with leadership it's important to present the issue as clearly and quickly as possible.

I like to answer the root question in your post above with:

"We could, if that's what we think is best. But if that's the case, wouldn't it make more financial sense to dump it to a network drive and discontinue support for Laserfiche?"

More than likely, Laserfiche was a lengthy investment by your leadership to purchase. It required work on their end to gather buy in and funding. Sometimes, in an effort to move fast, it's easy to forget what we're trying to accomplish. The question above will prompt them to answer (maybe just to themselves) of why they went through the process of purchasing Laserfiche in the first place. If they don't answer right away, you can always answer your own question.

"Based on my training and the problems we hoped Laserfiche would solve; automated routing and filing, standardized records retention, easier retrieval, I've learned it's hard to force humans to always file things appropriately, on time, and manage the life cycle of the documents. That's why we ended up with the set of problems we did and drove us to purchase Laserfiche. We can't automate based on information we don't have, so we need some information to act on, that information, is the metadata."

Create a demo in Laserfiche which takes a document through it's cycle:

a) captures

b) files

c) (rules applied in records management)

d) retrieval (searching by structure and metadata)

e) prevention of errors/misfiling

Do the same thing (as best as possible) using a file serve instead. Then introduce some human error and showcase your shared drives.

It's also equally important not to put too much burden on the intake of documents. Often it isn't necessary to gather 10 fields of metadata up front. In general, IT loves data and always wants more, but we have to keep in mind every piece of metadata is a question we are forcing the user to answer, before they can submit the document.

If the goal is compliance and gaining buy-in for the system, less is more, and simplifying first will get you further faster.

Cheers,

Carl

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replied on March 22, 2016

In addition to what Carl said make sure to make use of Workflow and any databases you have. Even a simple workflow to file meeting minutes can make data entry easier. For example, a simple Minutes process could be:

Have the user scan a minutes packet into a ~Scan Minutes folder. They apply the Minutes template during scanning where they put in the Date and Meeting Type. From that point, the user interaction ends. The workflow can take the document. Name it (for example) Minutes Date. Then workflow can take the document and move it to the minutes folder under the appropriate year using pattern matching.

So with a 3 step workflow you have taken the naming and filing location away from the user. Besides metadata, the user does sort of see "dumping to the minutes folder", when in reality the system is naming and filing the document correctly.

For other documents (say Permits) you are going to have a database with that info. Your workflow starts the same (they scan the permit into a ~Scan Permit folder) and just apply the permit number to the template. Workflow then runs and pulls all the other data and creates folders/files the document. Again, the user sees it as "dumping to the Permits folder", when really the workflow is performing database lookups, filling in all the other data (street name, house number, etc) and filing.

In the end, I usually say junk in is junk out. By simply dumping documents into Laserfiche you are not going to get much back. However, if you give the system a little information we can make use of some nice tools to take complex or tedious tasks away from the users.

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replied on March 22, 2016

Thank you Carl. That's a very helpful explanation. We have tried to really narrow down the amount of metadata we ask users to input, and have a very simple file structure, as we do not have any staff dedicated to Laserfiche, so we need to keep it as simple as possible. Most of our departments are very enthusiastic about it and want to make the most of the program, which you are right about- we did invest a lot into. We just need to get leadership to support continued investment in the system.

Thanks for your answer!
Jenny

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Explaining to leadership why you can't just "scan and dump" into Laserfiche

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