Fear #1: "We Have Thousands of Documents"
Every company considering a DMS has the same fear: "How will we transfer all documents from the server, email, file cabinets?" The answer: you don't have to do it all at once.
Step 1: Inventory Existing Documents
Before migration, take inventory:
- How many documents total (estimate by folder)?
- Where are they: shared drive, email, paper, cloud?
- What formats: PDF, Word, Excel, scanned?
- Which are actively used vs. archival?
Step 2: Prioritize
- New documents (immediately): From day one, everything new goes into the DMS
- Active documents (week 1-2): Active contracts, current projects
- Legally required (week 2-4): Tax documentation, HR files
- Archives (month 2-3): Older documentation, by priority
Step 3: Bulk Upload
For large volumes — drag and drop entire folders. The DMS preserves your existing folder structure and automatically applies OCR to scanned documents.
Step 4: AI Tagging
AI automatically recognizes document type, date, and parties involved. Metadata is added automatically — you just review and correct any errors.
Step 5: Parallel Operation
During migration — old and new systems run in parallel. New documents go into the DMS. Old ones are gradually transferred. When everything is migrated — the old system is shut down.
Timeline
| Phase | Duration |
|---|---|
| Preparation and inventory | 1-2 days |
| DMS setup | 1 day |
| Active document migration | 1-2 weeks |
| Parallel operation | 2-4 weeks |
| Complete migration | 1-3 months |
Conclusion
Migration to Arhivix doesn't mean business disruption. Start with new documents today, migrate old ones gradually. Bulk upload, AI tagging, and OCR make the process painless. Try it free.
