By putting a document imaging and management system on your computer
system, the people in your office can find and view any document
in seconds. Of course, the search tools need to be powerful enough
for the computer to know how to find the document you need. Best
of all, the whole process takes only a few seconds from start
of search to viewing or printing of the document.
Our documents keep getting lost or misfiled.
Few things in an office environment can get as frustrating as
knowing exactly where a document is supposed to be filed, and
discovering that it's missing. Of course no one ever recalls having
seen it, or knows where it is, and so hunting for that document
can get exasperating. Because nobody ever removes a file when
they look at a document stored in an imaging system, a document
imaging and management system is an ideal central repository for
your records. Even if 50 people a day need to refer to a document,
they can all view the pages simultaneously, without having to
worry about loss or damage to the document.
I'm having trouble managing all my documents.
Many people don't realize the amount of effort that goes into
managing a large records repository. In addition to the careful
attention to detail required to make sure that documents are categorized
and filed correctly, a lot of time and legwork goes into tracking
down files, moving storage boxes, making photocopies and destroying
documents whose retention period has expired. With huge amounts
of documents and a limited staff, it's easy to get overburdened.
Document imaging and management systems help alleviate this burden
by allowing many of these tasks to be done easily and quickly
while sitting at the computer. Best of all, the sheer number of
demands on a file room can be drastically reduced. Since everyone
in an office with a computer can view the documents they need,
(assuming they have appropriate security rights, of course) they
can find and view documents while sitting at their own desks without
ever needing to make a single trip to a shelf or filing cabinet.
I'm running out of storage space!
As more paper documents are filed away, additional shelf space
or filing cabinets are needed. Eventually, storage space starts
running low. Documents can be destroyed or moved off-site, but
determining which documents won't be needed again is a difficult
task. Knowing Murphy's Law, you can be pretty sure that any documents
that are taken away will be needed urgently the next day.
Document imaging systems help to solve storage space problems.
With the ability to store millions of pages on a single computer
server, very little storage space is required. For example, a
single CD can hold roughly 12,000 pages--the
same as a filing cabinet! Once the paper copies of
a document are scanned, they can be thrown away, moved safely
to an off-site warehouse or even placed onto microfilm for long-term
storage. If a copy of a document is needed, it can be printed
or faxed from the imaging system with the click of a button.