What are Document Imaging Systems?

A document Imaging System is a combination of hardware and software used to track and store electronic documents and digital images of paper documents.  Document Imaging systems commonly provide storage, versioning, metadata, security, collaboration, as well as indexing and retrieval capabilities.  Documents are captured either through a scanned paper image or through importing a data file where OCR software is used to convert digital images into machine readable text.  Once captured, files are indexed so that they can be quickly and easily retrieved from the PCs in your office or possibly through a web-browser.

Who Needs Document Imaging?

Industries in Need of Document Imaging

• Healthcare
• Financial/Insurance
• Legal
• Real Estate
• Government
• Manufacturing

Departments that can benefit from Digital Archiving

• Accounting: Bills, Invoices
• Human Resources: Personnel Files, Policy Manuals
• Order Processing: Inventory, Packing Lists
• Customer Service: Orders, Bills
• Compliance/Records Management: Reports, Regulations

Why Do You Need Document Imaging Solutions?

Businesses, organizations and individuals that have formerly relied upon paper documents and filing systems for document management can save space and cut costs by converting to a digital system.  The information we all use in our daily lives is growing exponentially and no longer can we rely on paper files for the storage and retrieval of that information.  In tomorrow’s world, there will be no room for filing cabinets.

What are the Cost Benefits of Going Digital?

A large hidden cost that most businesses take for granted is the time it takes to work with paper files.  For example, say it takes a $20/hr employee five minutes to get up from their desk, find the right file drawer,place the file and return to their desk.  Assuming they file four files a day, they could spend over 86 hours a year = $1700 in wages just in filing.  And that’s only one employee.    

Having a Digital System Reduces the Costs of:   

• Labor:  No salaried individual is needed to manage documents and filing. With digital document management, employees who need access to files need not even leave their desk.
• Storage Space:  Less office space is needed to store information.   
• Paper costs:  Reduce the cost of paper and ink significantly
• Shipping costs:  Make files available digitally through a network or a standard web-browser.  No longer need to mail files to your remote offices, suppliers, or customers.
• Time:  With the click of a mouse, your employees can access files as needed.  Free up the time they spend getting up from their desk and digging through filing cabinets.

How Do I Get Started With Document Imaging?

In order to implement your document management solution it is not necessary to engage in costly mass scanning or total conversion of old documents.  Initially a date should chosen, after which all documents will be scanned with your new imaging technology.  Existing records are only scanned if they are used regularly and once your document imaging system is tested older documents can be scanned and archived.  If your company is in need of mass scanning or back file document imaging services there are specialized vendors utilizing high-volume scanners that can provide for your needs.  Existing documents can be kept in a document imaging system or on CD.  To receive some consultation on how to get started with document imaging, please Contact Us!

How Do I Know that my Data is Safe?

Company materials need to be kept in a secure place. With document management, there are multiple levels of password-protected access for groups and individuals; document contents are encrypted; and audit trails are created to show who has accessed or updated office records.  Offsite data backups of digital files ensure that a company has a disaster recovery system in place, in case of fire, flood or break-in.  All files that are subject to be searched during litigation should be stored digitally including emails.