Softwords Blog

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