1–3: Decide first, then scan
Step one is an inventory: roughly how many documents of which type sit in which unit? Step two is the classification scheme, a hierarchy of unit, category and document type. Step three is defining the index fields for each document type (for a contract: the parties, start and end dates, and so on).
Start scanning before these three steps and you end up with tens of thousands of PDFs nobody can search.
4–5: Scanning and text conversion
Scan quality determines everything that follows: skewed, low-resolution or incomplete scans directly reduce OCR accuracy. After scanning, OCR converts the documents to text; only then can full-text search and the AI layers work on them.
6: Set up permissions and retention rules
A badly configured digital archive differs from a physical one in an important way: everyone can reach everything. Before going live, define role- and unit-based permissions, confidentiality levels and retention schedules.
7: Go live and build the habit
Keep the transition short: make it mandatory for new documents to enter the system, and migrate the old archive in parallel. Adoption speeds up once people see they can ask a question instead of searching; trying it with real questions from day one is the best training.
In mindfile, bulk import suggests a unit, category and document type for each document; nothing is saved until you approve it.
FREQUENTLY ASKED QUESTIONS
Do we have to scan the entire old archive?
Usually not. The common approach is to scan the documents in active use, and those still legally relevant, first, then digitise the rest on request. That cuts the project from months to weeks.
Can we destroy the paper originals once they’re scanned?
It depends on the document type. For some documents the original with a wet-ink signature must be kept. Scanning does not by itself remove an obligation to keep the physical copy; decide on disposal in line with the legislation and your retention policy.
