Digital Transformation 101: Seven Tips for Planning and Executing Successful Pilot Projects

Digital Transformation 101: Seven Tips for Planning and Executing Successful Pilot Projects

Melanie Boop, Content Marketing Specialist

For many organizations, a digital transformation project can seem daunting. That’s why starting with a small-scale pilot project, instead of “a big bang” approach, allows for a more manageable alternative to full-scale digitization. By testing new processes, technologies, and workflows in a pilot project, teams can identify what works and what doesn’t and make modifications needed along the way before rolling out to the entire organization. A well-designed pilot project is one of the best ways to achieve “small wins,” demonstrating the value of digitization and building momentum for larger-scale initiatives.

Continue reading to discover seven tips for planning and executing an effective digital transformation pilot project.

1. Identify the Timeline for Completion, Budget, & Scope of Work

To plan for your pilot project, work with internal stakeholders to determine which records should be prioritized and how many must be digitized. From there, understand who currently uses the information and how it will need to be accessed. Document this information and a proposed schedule and budget in a project overview or Standard Operating Procedure (SOP). This document will be helpful as you gather organizational buy-in and support for the pilot project. Remember, this should be a living document that evolves as the project does.

2. Determine Which Parts of the Process You Will Outsource

There are many moving pieces involved with digitization, which is why outsourcing components of your pilot project and partnering with a trusted information management partner, like Access, can ease challenges, such as using proper indexing and metadata, maintaining compliance, and adhering to ever-changing regulatory requirements. Additionally, outsourcing to a partner will allow your organization to gain access to expertise and resources you may not have internally.

Contact us to learn how Access’ solutions seamlessly integrate with your existing systems, enhancing efficiency by providing clear visibility into what records you have, where they’re stored, and how long they need to be retained. Furthermore, Access’ dedicated project management team can help secure buy-in from key stakeholders at every stage of the project, engage the appropriate people in discussions as issues arise, and effectively oversee the project timeline and budget.

3. Clarify the Scanning Requirements

Before jumping into your pilot project, take a step back and clarify the scanning requirements. This includes the types of documents that need to be scanned (invoices, large format engineering drawings, contracts, etc.), the volume of documents involved in the project, the desired resolution for images, the preferred file format, indexing and metadata requirements, and perhaps most importantly, security protocols for handling sensitive information. Once you’ve determined your needs, evaluate if new equipment or other resources are needed to reach your project goals. If so, you may decide to use an outside vendor for scanning rather than investing in specialty scanning equipment, additional staff and training, and dedicated space.

4. Don’t Overlook Document Preparation

Document preparation is a critical step in any digitization project, though it can be time-consuming and costly and requires considerable space for sorting. Before physical documents can be scanned, any obstructions such as staples and paperclips must be removed, and folds and wrinkles smoothed out to avoid the need for rescanning. Once information is physically prepped, sort and group documents based on record type and information to streamline the scanning process. Make sure to establish a clear workflow for scanning, indexing, and storing documents and assigning responsibilities to team members prior to kicking off your pilot project.

5. Consider Document Search & Retrieval Requirements

During the pilot planning stages, take time to understand the specific needs of those who will need to access the documents. For example, what documents will they be searching for? How will they search for them? What keywords will they rely on to find what they are looking for? This is where metadata and indexing is crucial. Together, metadata and indexing ensure records are identifiable, searchable, and manageable, which is necessary for compliance and retention requirements. Finally, make sure proper access controls are in place. Clearly defined user roles and access levels will ensure sensitive documents are only accessed by authorized personnel.

6. Create a Plan for Document Disposition

Once physical records have been digitized in a pilot, the organization must decide whether to store the physical documents or destroy them securely. This decision should consider regulatory requirements, ensuring compliance with relevant laws. After documents have been digitized and subjected to quality control reviews, destroying the physical paper versions may be appropriate. This approach frees up storage space and reduces the risk of data breaches associated with physical documents.

7. Don’t Forget to Plan for Digital Document Disposition

A digital document is subject to the same laws and regulations as a physical document, so ensuring your digitization process aligns with long-term retention requirements is essential. Effective document classification and metadata capture are necessary for compliance and retrieval. Establishing a clear plan for executing disposition once the retention period ends is crucial for ensuring compliance and safeguarding sensitive information. This proactive strategy will enhance document management processes and support broader digital transformation objectives.


Get Started

An important part of going from paper to digital is gaining a clear understanding of the scale required for the transformation. Conducting a small-scale pilot will ensure your path forward is strategic, manageable, and aligned to meet business goals by the deadlines you set for your organization. For additional guidance on how to transition from paper-intensive to digital processes, watch the webinar recording of Strategic Digitization: Enhancing Compliance, Accessibility, and Efficiency.

If your organization is ready to begin a digital transformation pilot project but isn’t sure where to start, don’t hesitate to contact us. Access has worked with numerous companies to scan, index, store, and dispose of documents.