We have described an Image Warehouse as well as who builds it. Now let's discuss who manages it. Just like a physical warehouse, an Image Warehouse needs a manager to ensure efficient flow both in (scanning) and out (retrieval by users).
The answer depends a little on how your warehouse is set up. If it is an internally hosted Image Warehouse than you will likely use some internal resources to provide some if not all of the data, image and user management issues. If it is externally hosted, then you will likely rely more on the hosting provider. Remember that the key to the Image Warehouse is the connection between the image files and other key corporate data. These data connections must be maintained and of course there are always changes that need to be monitored.
So lets look at an example of a management issue. Suppose you have set up your warehouse and it consists of franchise agreements that have all been scanned and tagged with data from your franchise management database. You have included in the database and as a searchable field in the Image Warehouse, Region. If there is a re-alignment of regions that takes place in the franchise management database, there is nothing to do in the Image Warehouse because the Region data can be changed without changing the image reference which is based on the FranchiseID.
However, lets say that you acquire another company and now have to add 500 new Franchise agreements and all of those franchise agreements have already been scanned. Maybe those franchase agreements were tied to the franchise data, maybe not. There will likely be a large effort to make sure the image files and data get incorporated into the Image Warehouse and the franchise management database. The manager will need to be able to efficiently sanitize, normalize and import all the data. In addition, there should be some auditing done on the image files to make sure that you are not loading garbage into the system. Make sure the image files are correctly tied to the franchise data and that the image files are good quality before importing any data. You need a good ETL - Evaluate, Translate and Load layer.
If you have a large quantity of documentation that needs to be input into the Image Warehouse on a daily basis, you may consider outsourcing that function or having a consultant review your internal imaging process to make sure the input is cost effective. Remember that input is not always paper as mentioned above, frequently it can be a DVD full of image files in who knows what format (tif, pdf, pdf + text, individual page tiff, etc).
The output side of the management can also have some challenges. No matter how diligent you are during the planning stages there always seems to be some output request that was not planned for. You may have set up export options that include data by Franchisee, by City or State or even Region. You may not have thought about exporting all Franchise Agreements that have an Insurance Requirement for less than $500,000 in bodily injury. These requests happen.
So who manages the Image Warehouse? An external manager can add some know-how from managing other customer accounts. In addition, the external manager can be a remote central clearing house for input via scanning and electronic receipt, even via PO Box. An internal manager will obviously have deep knowledge of the internal data sources and will in all cases be integral to any solution.
The bottom line is that like any other application, the Image Warehouse needs a responsible party, a Manager. If you are going to make the investment to set up the warehouse, don't waste that investment by letting the data become corrupt or garbage.
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