What is Document Imaging?
Document imaging is the process of converting paper-based information into electronic images that can be stored and retrieved quickly and easily on a computer. Business records, patient charts, signed proofs-of-delivery, photographs, legal files, HR files, large drawings or any other type of hardcopy record are typical candidates for imaging due to their need for fast retrieval, risk of loss, space savings, and importance to the day-to-day operation of an organization.
The digital images can be stored in a variety of ways … on a highly-secure Web site, on CD or DVD, on your network, on a portable hard drive, or even in your own in-house document imaging software system. Searching for the documents is accomplished by typing in keywords or performing a full text search of every word on every page. The software to perform these searches will also allow authorized users to view, print, email and even annotate documents (without ever changing the original).
Document imaging allows organizations, and people, to use their resources more efficiently. Time that used to be spent looking for paper documents is now better spent resolving customer issues, many times while the customer is still on the phone. With imaging, you can protect your company from the risk of litigation by satisfying discovery requests with a few keystrokes. You can also collect receivables faster by providing signed delivery documents in seconds. In business, serving your customers more quickly, while lowering internal costs, improves your profitability and makes your organization more competitive.
As an Application Service Provider, what do we do?
Storetrieve provides all the benefits of document imaging, without requiring dedicated employees and capital resources for the capture of documents. The documents are picked up at your office, prepared, scanned and indexed at our Southern California location. We can also perform on-site scanning services at your location if you desire. We then deliver the imaged documents on the media or method of your choice (CD/DVD, secure FTP, portable hard drive, Corporate Network, etc.) or you can safely and securely access your information via our fully searchable digital Web repository through any Internet connection. Our Web repository is a highly secure, password-protected site using the highest grade of encryption, customized to your needs, and uses state-of-the-art technology for the safety, security and availability of your business documents.
What kinds of documents can we image?
Any document that is frequently referred to should be imaged. Organizations typically want documents such as accounting records, customer related files, medical records, proposals, loan documents, signature cards, engineering drawings, or computer generated reports to be imaged. Just about any type of document can be imaged.
How are the indexes entered?
The method of indexing is determined through discussions with each of our clients. Various methods include individually keying in each indexed field, using double verifying for greater accuracy, bar codes, or existing computer databases to electronically populate the indexes using a unique identifying field.
Is confidentiality an issue?
Our clients include government entities, medical organizations, financial institutions and public utility companies, just to name a few. Each member of the 2-20 Records Management`s team understands the importance of confidentiality and has entered into a non-disclosure agreement.
How can we use your service if we already have imaging software?
The imaging software used by 2-20 Records Management can export to many of the established imaging software systems. Even if your system is not one of those identified systems, we can typically work with you to set up a method to support your software.
Is the retrieval software available from 2-20 Records Management web enabled?
Yes, clients can choose to implement our SmartWeb web-based solution or desktop-based retrieval system, or a combination of these.
Can previously imaged documents be included in the 2-20 Records Management`s solution?
Often previously imaged documents can be converted to the newly installed iBIC Viewer. However this is an area that requires a review of existing systems to determine how the conversion can be achieved. We can support most standards based formats, but most of our clients use CCIT Group IV MultiPage Tiffs, PDF, and JPEG.
Why Application Service Providers (ASP’s) Make Financial Sense
- The average office spends $28 in labor filing or retrieving a document.
- $150 in labor is spent finding a misfiled document.
- $350 in labor is spent recreating a lost document!
- The average Fortune 500 company sends 150 million paper documents and receives 150 million paper documents annually. In addition, over $17 million is spent by each company just on faxing!
- Professionals spend 5 to 15% of their time reading information, but up to 50% looking for it.
- 7.5% of all documents get lost, 3% of the remainder get misfiled.
- The average business document is copied 19 times – Over 81 billion sheets of paper are copied each month!There are over 4 trillion paper documents in the U.S. alone – growing at a rate of 22% per year!
- Over $5 billion each year is wasted on printed materials that become obsolete before they are ever used!