Scanning Innovations, LLC logo

Leaders in Document Management

• Sitemap
• Client's Login

FAQs

Facts to Consider:

• One CD holds about 10,000 pages; as much as one 4-drawer filing cabinet!
• One DVD holds about 100,000 pages; as much as ten 4-drawer filing cabinets!
• Cost of storage space needed to store your documents.
• Cost of retrieval or reconstruction of lost or damaged documents

What is document imaging?

A… Electronic imaging utilizes technology that allows the capture, indexing, storage and retrieval of real documents with speed and accuracy. There are many components of an electronic imaging system. The following are some of the most critical:

• Scanning – In the scanning function or data capture, technology similar to a fax machine is used to digitize paper based information.
• Indexing – All documents scanned into an imaging system will require some form of indexing to facilitate rapid document retrieval. A critical component of the imaging system is the database selected to "manage" the indexing function.
• Storage – Once digitized and indexed, the image file must be stored for future retrieval. Magnetic, Compact and Optical disks, as well as magnetic tapes are all viable storage mediums for the typical imaging system. In most cases, a combination of two of the four is used to provide the most cost-effective storage solution while delivering the fastest data retrieval rates.
• Computing Infrastructure – An electronic imaging system can be as simple as an electronic "filing cabinet" where all input, storage and retrieval are performed at one standalone workstation. It can also be a departmental system that encompasses only one area of your company. Or, it can be an enterprise-wide document manager with multiple department access and many separate applications. Depending upon which of these options best fit your needs, the proper computing infrastructure will be critical to your system’s effectiveness.

How can imaging my documents reduce my business operating cost?

A… Imaging reduces costs associated with hard copy storage, distribution and on-demand printing. Imaging reduces the cost of document changes by streamlining the change process. Imaging increases employee productivity and improves client service. Imaged documents are easily integrated and used with existing computer systems. Imaging saves costs of on-site and off- site storage.

Will the sensitive information on my documents remain private?

A… Yes. Scanning Innovations handles sensitive client information on a daily basis. Your scanning project will be handled by professionals with expertise in document imaging. You can be assured of careful and confidential handling of sensitive documents stored in our secure location.

What is an Electronic Document Management System (EDMS)?

A… Software, which is used to store, index, retrieve and exchange electronic documents and images.

Can I edit or alter my electronically stored documents?

A… An electronic document management system allows you to edit an electronic document, and save the new version of the record. Most EDMS solutions will retain a copy of the original document for revision-tracking purposes, and an audit trail to track the actions of users. Additionally, annotations can be added atop a document on a transparent layer that does not affect the document itself.

Are other methods available for bringing information into an EDMS system?

A… In addition to scanners, an EDMS system will also support importing E-mail, and saving electronic documents directly into the system from numerous applications such as word processing, spreadsheet, and database programs, to name a few.

Can I be away on travel and still access my EDMS system?

A… Yes, you can access the internet

What is OCR?

A… OCR stands for Optical Character Recognition and refers to the process used by a computer to convert words from an unsearchable digital image to searchable text.

What is the "Sarbanes-Oxley?"

A… A legislative act passed by Congress in 2002, which establishes standards for the management of a corporation’s information and records activities. As a result of the Sarbanes Oxley Act, a corporation’s record-keeping procedures are expected to control access by users and provide evidence of access, modification, additions to, or disposition of corporate information or records.