About Document Scanning

What is document scanning and imaging?

The process of scanning paper documents and converting them to digital images is called document imaging or digital archiving. The digital images are then stored on a hard drive, external drive, CD, or on the Internet. Copies of the stored documents can then be kept within the office or off-site for an emergency backup.

Directly scanning a document to be saved electronically, stored and retrieved at a later time, is a great method of retaining copies of documents for information and archival purposes. This storage method saves businesses thousands of dollars a year in paper costs, actual storage space within the office, and in time spent by employees handling paper documents through the process of filing, retrieving, and later re-filing once a task is complete.

By using document imaging, office staff can call up an image of any document with a few key strokes and put it away with even fewer strokes. Depending on the type of storage system a business uses, others can view the same document from another location at the same time, even if that location isn’t in the same building.

With the huge hard drive and CD storage space available today it makes sense to keep digital copies of documents even if you still prefer to keep the hard copies on site. By having a backup of all your data, you are protected from their permanent loss in case of fire or other disaster.
 
Why use document scanning and imaging?
Even though a paperless office might not be a possibility for every business, using document imaging and digital storage is a good idea for almost every business. Document imaging allows for the storage of more information in less space than traditional paper files and file cabinets. Many offices have entire rooms devoted to paper file systems and in some cases, such as legal offices, the original document is the only one that matters. But in most offices, documents can be stored digitally and be of more use to office staff than the original if it is available through the computer on their desk.

Document imaging can be used for sending faxes by email or over the internet. When used in this manner, the fax may be scanned from a paper document, sent electronically, read by the recipient, who stores that information on their computer without the need to produce a paper copy.

Document imaging can be used to produce a questionnaire, feedback report, or test that is transmitted electronically, completed by the recipient, and returned to the sender electronically. In this manner, information is gathered and no paper was ever involved. Because so many people carry PDA’s today, many documents can be scanned and made available to employees even when they are away from the office.
 
What are the benefits to document scanning and imaging?
Document management is an overall business strategy based on digitizing print information so you can manage and share business information efficiently. A well-designed document management system has much to offer your business. It can help:

Reduce filing costs - Digital documents can be easier to file and easier to access than paper.

Reduce distribution costs - You can save printing and toll charges when you e-mail a document rather than fax it.

Protect information - You can control access to digital files, and maintain a history of who reads the document. Encryption options for e-mail and stored files provide even more control.

Improve access to information - Groups of employees can share digital files more easily than they can paper. Multiple copies can be sent to appropriate users via e-mail in seconds, and Web-based information can be viewed by anyone on the Internet (with proper authentication, if necessary).

Regulatory compliance - Sarbanes-Oxley and HIPAA require organizations to maintain appropriate security and controls for both accounting and patient information. Paper based filing systems do not offer the sophisticated security and controls as a document imaging system does.
 
Are scanned documents legally accepted?
In the United States, two uniform laws clearly establish the basis for admitting records maintained on document imaging systems into evidence: The Uniform Rules of Evidence [US 128-0060-00 to 0170-00] and The Uniform Photographic Copies of Business and Public Records as Evidence Act (UPA) [US 1128-0020-00]. Both laws would admit duplicate records into evidence if they accurately reproduce the original. The document imaging technology is a duplication technology similar to photocopies, microfilm and facsimile. The four best-known reproduction techniques - photocopy, microfilm, facsimile and electronic image management or document imaging - exhibit the same three characteristics.

Image Capture. A photographic, scanning or other process to identify and capture the image of the original document. Image Manipulation. A photographic, electronic, photostatic or other process that transforms the captured image into a format for storing and reproducing the image.

Visible Reproduction. A photographic, photostatic, printing, or other process that converts the manipulated image into visible form. A document imaging system, for example, utilizes an electronic scanner for image recognition, computer software, memory and optical disk storage for image manipulation and graphic terminals and laser printers to make the image visible. An document imaging system is therefore similar to other reproduction technologies.

A document imaging system, for example, utilizes an electronic scanner for image recognition, computer software, memory and optical disk storage for image manipulation and graphic terminals and laser printers to make the image visible. An document imaging system is therefore similar to other reproduction technologies.
 
Proper planning?
An electronic imaging system is a blend of hardware, software, telecommunications, supplies, maintenance, people, training, and policies. Thus, it is important that your top senior management support the project. Support is required not only because of the potential costs involved, but because these systems will cross departmental lines and change the way large groups of end-users do their jobs.

There are a number of important items to consider and plan for. You will want to prepare a good specification and/or request for proposal known as an RFP in order to avoid misunderstandings with vendors. When selecting a vendor, you will want to consider service in your geographic location, support, and financial stability as well as price. Don't forget to develop an installation plan covering when wiring will be done, the phase-out of the old system and phase-in of the new one. Be sure to provide for maintenance contracts and a method of operating when part of your system goes down. It is also a good idea to develop a disaster plan with back up copies of your electronic records, your index, software and accessibility to hardware. Development of a training program for system operators and users is very important. When you think you're done, you're not] It's now time to plan for expansion, perhaps more applications and/or more users and migration to your next phase of automation or to a bigger and better system.
 
Document scanning service vs in-house scanning system?
Outsourcing continues to be a strategic consideration for more and more business applications. The obvious reason for this is because organizations-any size, any industry, for profit or non-profit, etc. -will employ proven methods to hold down costs if performance and operational quality can be guaranteed.

As we move toward more technology-driven operations, more applications for outsourcing are emerging. One application in particular is in the area of document imaging. Document imaging projects involve a healthy variety of considerations and challenges, and for these reasons outsourcing lends itself well to moving forward with such an undertaking. Unless an organization has available in-house resources and expertise and can secure both for the duration of an imaging project, outsourcing provides a timely and potentially cost effective answer.
 
Online Document Repository (SaaS) or Client Software?
Gartner study says, 80% of business applications will be Internet based by 2008. Why the trend? IT professionals and businesses are tired of purchasing software, paying ongoing software support fees, managing upgrades, and dedicating IT resources to software applications.

The traditional document imaging system requires client software to be installed on a network server and/or PC's. In most cases today document imaging software is installed as a browser based application for easier installation and single point of technical support.

In the last few years there has been a shift towards web hosted secure online document repositories. There are a few very good reasons for this, since there is no software to purchase or on going software support fees, there is no capital expenditure. Since there isn't any software to manage there are very little IT resources dedicated to managing the scanning project. In most cases since there are no software licenses online document repositories are typically unlimited to the number of authorized users that can be on the system at the same time accessing documents via an Internet connection.
 
Selecting the right document scanning company? 
A document management scanning and imaging solution can be a great investment with a solid ROI. In order to protect your investment there are a few things to consider when selecting an imaging partner, cost should not be the only factor. Ask about similar industry experience, successful implementations, length of time in business, availability of technical resources, customer service, training and support. Always ask for and check references, ask questions regarding the implementation phase, training and startup, quality of scanning services, technical support, problem resolution response and hardware and software reliability.
 
What other buyers had to say about our service.
We had a file room full of paper and knew we didn't want to scan it ourselves. I wanted to find a local company to do the scanning, but didn't know where to start. I found Connections on the Internet, since the service was free I put in my requirements. I was very surprised when I heard back from three companies, that same day. Our company policy is to get three quotes anyways, Connections saved me an incredible amount of time and saved us thousands of dollars. Now my documents are a mouse click away.
Kathy G., Bisco