April 2005

Records Management and Document Imaging

Imaging is the process of converting original (source) paper documents into electronic images. This process is accomplished by passing each document through a scanner (much like a copier), which transfers the image onto a computer. The image is then compressed and indexed. The next step is to transfer the images onto another medium, such as a Compact Disk, DVD-RW, Optical Disk, Hard Drive etc. for storage. Document Management can also include the storage and organization of various types of data.

Recording the image is a relatively easy step. The key however is retrieval. Once the data is stored, how do we get them back? From a software standpoint, however, you need a system that accurately indexes each piece of paper or data stored.

Some points to remember on good features for a Document Management application.

1. Robust database on which to conduct retrieval / searches
2. An alternate storage method that replaces paper and microfilm
3. Ease of use
4. Built in security levels to limit access within your organization
5. Ability to have software data encrypted so that no one from outside the system can access
6. Can integrate into existing system/network
7. Notes can be attached to any of the imaged documents to better know what they are for
8. The data is portable to any storage medium

General cost justification for a business

CD/DVD can hold up to 1 full filing cabinet:

- Save on cost of file cabinets
- Save on floor space

Labor saving:

- Speed of retrieval greatly enhanced
- Negates moving overly heavy boxes
- No refilling of documents
- No searching for lost documents
- Reduces number of people needed to “file paper”

Security:

- No lost documents
- Duplicate CD/DVD or other media can act as a backup and be stored off site

Eliminates Paper:

- Printing multiple copies unnecessary - Access can be shared
- Copies can be faxed or emailed directly from the computer
- You can cross search in seconds

Storage Space:

- Use space for productive money making area
- All data in one location

Click here if you are looking for an Electronic Document Management Software solution

How to become Web Wise

The Internet has rapidly become a part of our daily lives. It has erased borders between communities and has changed the whole globe by becoming a single entity. It is a significant tool offering an unconstrained quantity of information and services from around the globe. By using your PC, you can read a newspapers, order books, input and process data, view pictures or listen to radio stations from around the planet, with countless Web sites and services added daily. It can be overpowering; and at times, it's difficult to find the precise information you want. Knowledge is what keeps you surfing safely, and protecting your information, and so ignorance of the hazards is no excuse. Some of these threats can take the form of Viruses, Hackers, Spyware, Malware, Worms, Trojans and new to the scene, of internet threats, Phishing. If you are not sure what they mean then you must take the time to educate yourselves and how they can affect you.

Computer Viruses

A program or piece of code that is loaded onto your computer without your knowledge and runs against your wishes. Even a simple virus is dangerous because it will quickly use all available memory and bring the system to a halt. An even more dangerous type of virus is one capable of transmitting itself across networks and bypassing security systems.

Hacker / Hacking

Hackers have an ability to bypass or override password protection and other security strategies. Hackers often work at a distance from their target computers by abusing the facilities of the internet for the purpose of gaining unauthorized access to steal and/or corrupt data.

Spyware

Spyware is software that covertly gathers information through the user's Internet connection without his or her knowledge, usually for advertising. Once installed, the spyware monitors user activity on the Internet and transmits information in the background to someone else.

Malware

Short for malicious software, software designed specifically to damage or disrupt a system, such as a virus or a Trojan horse.

Worms

A worm is a program or algorithm that replicates itself over a computer network and performs malicious actions, such as using up the computer's resources and possibly shutting the system down.

Trojans

A Trojan is a benign destructive program that hides as an application. One of the most dangerous types of Trojan horse is a program that claims to rid your computer of viruses but instead introduces viruses onto your PC.

Phishing

The act of sending an e-mail to a user falsely claiming to be an established legitimate enterprise in an attempt to defraud the user into surrendering private information that is used for identity theft. The e-mail directs the user to visit an illegitimate Web site where they are asked to update personal information that the legitimate organization already has. The bogus Web site, however, is set up solely to steal the user’s information.

An unwanted computer virus, and/or PC problem can harm hardware, software and productivity. Learning how to browse the web safely, keeping informed and protected is always the best policy.

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