The process of scanning a paper record into a graphical image, indexing it so that it can be searched, storing it onto a computer or CD-ROM, or any other form of electronic storage medium, and then being able to retrieve it automatically from any computer terminal is essentially Document Imaging.
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Increase productivity by rapidly locating folders and documents |
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Retain corporate knowledge with the convenience of finding it every time you need it |
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Scan your records to secure them in the event of Fire, Flood, or theft. |
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Simplify distribution of large sets of documents using our Remote Scanning Solution. |
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Enable concurrent access to the same document or folder |
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Safely secure your documents via Sam the Scan Man's Web Imaging Servers. |
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Recover storage space taken up by paper by more than 99%. |
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Automatically recognize forms and characters from incoming documents and reduce your data entry bills. |
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Scan and receive documents directly from your desktop to a centralised web server for immediate protection. |
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Establish document privacy with encryption technology, safeguarding them against unwanted intruders. |
Any paper record taking up valuable storage space, or requiring some effort in maintaining, example sorting, filing, retrieving and returning files in their proper storage locations is ideal for Imaging purposes.
Storage and Retrieval of records are two of the costly functions an organization has to bear whether they like it or not! Paper Records not only take up valuable storage space, but also can be the most crippling to a business, if the records are destroyed by fire, stolen by disgruntled employees, misplaced or lost.
Scanning paper records not only creates a permanent copy which can be stored on a computer's hard disk or CD-ROM, but can be organized with indexes permitting fast and responsive retrieval which can be performed over a network or modem. Storage space and retrieval problems are totally eliminated, resulting in cost savings and improved customer service.
Accounts Payable, Delivery Dockets, Insurance and Payroll records are just a few applications suited to Image Scanning.
No matter the size of paper, A0, A3, A4 etc or colour, we have a solution for you.
Still unconvinced that your business needs document imaging? Take a look at the following to see how we help improve your business.
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| Transport Company | Manufacturing Company | Consultants and Engineers |
| A transport company may want to consider delivery records. These generally contain customer signatures, are returned in random order and require a great deal of effort to file so as to retrieve quickly when a customer raises a query. Proof of delivery and ensuring goods can be tracked from collection to destination are key to the success of the Transport Company. | A Manufacturing company will produce most of their records in either the Accounts Payable or Receivables activities or both. Storage space and human resource availability are just two areas to be considered for cost savings. | Consultants and Engineers would consider customer files, time sheets, & Accounting Records, Engineering or Architectural Drawings from A4 to A0. |
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| Quality Assurance Specialists | Hospitals and Medical Practioners | Financial Institutions |
| Quality assurance specialists may want to convert quality manuals and procedures to an Imaging system so as to retrieve information simply by knowing the topic or keywords. | Hospitals and Medical Practitioners literally keep thousands of records for the life of the patient and longer. Storage space savings and speed of retrieval are essential for an effective administration department. | Financial institutions such as Banks and Credit Unions store loan files, customer signatures, and records of deposit and withdrawals. Competitiveness is achieved by providing accurate and timely service in a cost effective way. |
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Forms |
| Forms required for Data Entry can be scanned and customized to suit automated data extraction, whereby data is read by special programs replacing or reducing the need for manual keying. Typed, handprint, barcodes, and other forms of data representation can be read with ease. |
The processes in creating a Document Imaging System are fairly simple, although the tools being used are quite complex and bewildering to a novice.
In general there are five basic steps:
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1 | Collection Phase |
| Records are collected and transported to the Document Imaging Bureau. | ||
| 2 | Preparation Phase | |
| Staples and paper fasteners are removed from the records, and where batches with concerned document identifiers are used to denote the start and end of a batch. | ||
| 3 | Scanning | |
| Images are created digitally and at high speeds using state of the art equipment and software. | ||
| 4 | Indexing | |
| This process creates references to the scanned images, for example an index may consist of Account Numbers, Names, etc, whatever is necessary to pinpoint an Image. | ||
| 5 | Document Imaging Database | |
| Finally comes the building of the Document Imaging Database, both indexes and scanned images are linked into a powerful database which can be stored on CD's, DVD's or hard disk storage servers offering fast retrieval across a local or enterprise network, including the Internet and Intranet. |
| Known Filing Problems | Does Imaging Overcome Problem | Does Paper Filing Overcome Problem |
| Sorting records prior to filing | Yes - no need to sort physical records | No - Files must have at least one logical sort process |
| Group and label before filing records | Yes - Index from page, but no need to group or label after imaging | No - Some grouping or labelling is required to locate the file in the filing system |
| Storage housing for paper files | Yes - Paper can be destroyed after imaging, only computer housing for image storage and backup media such as CDs | No - Paper must require housing, in some cases special buildings are erected for this purpose costing $100k and even millions |
| Misfiled records, although index register is correct | Yes - Imaging overcomes misfiles by software and permanently capturing images in electronic backup media | No - Misfiles can easily happen at time of filing or after an inquiry to the file. In a large filing system, misfiles are almost permanently lost. Generally 6% or records are misfiled. |
| Lost records due to handling | Yes - Same as above once a record is scanned it is focused permanently. Through integrity checks, preloading and comparing image against expected data any anomalies are easily detected | No - There is no guarantee that a file makes it to the filing system or is returned after an inquiry. Very few companies perform detailed or 100% accountability audits on their paper files after filing |
| Lost records due to environment | Yes - As above, the environment cannot affect both the source and the mirror site, unless a catastrophic event happens to the planet. The mirror site can be located on the other side of the world if required. | No - Vermin, moisture, dust, dust mites, chemical interaction between ink and paper all can effect the durability of the paper file, illegible data is the same as lost file. |
| Lost records due to malicious intentions | Yes - As above, once a record is scanned, it is locked permanently. Unauthorised access is easily blocked and authorised access with grievous intentions can be easily tracked | No - Any person having access to the filing system can remove records without anyone else's knowledge. It's only when it's too late that someone may take notice and by that time, it's difficult to pinpoint a culprit. |
| Lost records due to disaster | Yes - As above. The worst case scenario is a disaster such as a fire, flood, bombing, earthquake, terrorist act, etc., causing damage to the central operating area in these circumstances the mirror site will maintain continuity irrespective | No - Unless a photocopy and exact replica of the same record exists elsewhere, a one-time disaster will be enough to cripple the department or organisation dependant on the destroyed files |
| Concurrent access to files | Yes - The imaging solution through an internal intranet or internet network can provide simultaneous access to any file | No - Unless a photocopy, facsimile and exact replica of the same record exists elsewhere |
| Desktop access to any file | Yes - As above. Files are retrieved in seconds not minutes or hours | No - A person must physically move from their desk to retrieve a file. This not only causes a distraction to their productivity but also can affect customer service if a call back is required to satisfy a query |
| Blocking access to select files | Yes - Software control permits files to blocked from unauthorised users | Yes - Only if the selective files are moved to a separate filing system |
| Adding electronic records to the physical file | Yes - A letter or spreadsheet or photo image can be easily attached to an existing imaged file all from the desktop and recorded permanently | No - The electronic record will need to be printed and taken to the filing system and added to it manually. Productivity losses will be experienced in the process |