Document Imaging, also known as Digital Imaging and often referred to as just Scanning is the process where by a paper-based document is converted from its original human readable format into a digital computer-readable format. The resulting images can be stored on a variety of media, such as computer disks, CD-ROMs/DVDs, magnetic tapes, and computer servers. One can think of it as a photocopy of an original that can be viewed on a computer.

Next to people, Business Records are the most important assets any organization has. Information is the Engine of Business, any Business and Electronic Records Management gives an organization effective policy and procedures for systematic control of recorded information and mandatory regulatory compliance.

Information is the engine of business. Any business. It is the most vital, strategic asset any organization possesses. Recent regulatory requirements, namely the sarbanes-Oxley Act of 2002 make managing information both a business priority and a legal obligation that demand the attention of corporate executives and boards of directors. Recently, formal records management practices have become an important part of conducting business within government organizations and private industries. This is due in large part to ever stricter legislation and compliance regulations aimed at securing and archiving critical information. If that does not convince you, take a hard look at the following research study.

According to the following stats revealed in a study conducted by Cooper & Lybrands:

Information is useless if it cannot be retrieved quickly and conveniently when needed. A DIM program adds value to recorded information by making it easier and less costly to retrieve and use. Through a combination of manual and automated approaches, DIM initiatives can reduce labor costs and improve the retrievability of recorded information. For paper documents, DIM professionals can develop effective systems and procedures that promote completeness of documentation, define filing categories and arrangements, and specify responsibilities and methods for file creation, maintenance, and control. These initiatives will reduce operating costs by making efficient use of clerical labor, filing equipment, and supplies. They also will improve productivity by minimizing time-consuming file searches and expediting transaction processing, responses to customer inquiries, and other business operations that depend on the timely availability of recorded information. For business applications with demanding retrieval and control requirements, DIM professionals rely on computerized document management technologies, such as electronic imaging, for rapid retrieval, display, printing, and dissemination of information. Properly selected and implemented, these technologies can reduce labor requirements for file creation, maintenance, and control while expediting information-dependent business operations. They also conserve office space, a costly resource, by storing actively referenced documents compactly.

DIM concepts and methods apply to recorded information in all formats, including electronic formats. While computerization is sometimes viewed as the solution to a company’s information management problems, electronic records are subject to many of the same issues and concerns as paper documents. They also pose unique problems of their own. To cite a few examples:

• Like paper documents, databases, word processing files, e-mail messages, electronic images, Web pages, and other computer records, including backup copies in offsite locations, are subject to discovery in civil litigation and government investigation.
  
  
• Computer records accumulate on hard drives as their paper counterparts do in file cabinets. In many organizations, the voluminous accumulation of daily e-mail messages alone can push available computer storage to its limits.
  
  
• Technical innovations have dramatically reduced the cost of computer storage, but those innovations have had little impact on the conversion of recorded information to the form required for computer processing. Such conversion remains labor-intensive, time-consuming, and costly.
  
  
• The mere fact that information has been computerized is no guarantee that it can be retrieved when needed.
  
  
• Retention periods for electronic records are often longer than the usable life spans of the media on which they are stored. Data migration policies and procedures must be developed to ensure that electronic records will remain readable throughout their retention period.
  
  

• A major factor in compliance is determining which of the thousands of laws and regulations apply to a company’s records. This requires thorough research, which must be updated periodically to encompass new legislation, such as the previously discussed Sarbanes-Oxley Act of 2002. Working with published compilations of government regulations and other reference tools, RIM professionals identify laws and regulations that apply to specific types of corporate records. These recordkeeping requirements are then discussed with corporate legal staff to evaluate and confirm their applicability.
  
  
• Once it is determined that specific recordkeeping requirements are applicable to a company’s records, RIM professionals integrate them into existing business processes. Written policies and procedures clearly designate which business units are responsible for retaining specific records.
  
  
• To prevent foreseeable acts of non-compliance, RIM professionals develop training initiatives to ensure that corporate employees are fully aware of recordkeeping requirements and the procedures necessary to comply with them. They also develop monitoring and auditing procedures to determine conformity with retention guidelines, identify potential compliance problems, take corrective action where indicated, and modify existing practices to prevent future problems.

After identifying which records to scan, consider the following:

• Document preparation
  Staples and paper clips must be removed, and the documents unfolded. Preparation also involves weeding out duplicate material and organizing the records in such a way as to promote application of retention periods and disposition actions (if more than one series of records is involved).
  
  
• Indexing and metadata
  Indexing determines how the images will be retrieved. Indexing is the most time consuming and expensive step in the imaging project. The more elaborate the indexing schema, the more costly. The index should include metadata, such as record name or topic, date created and modified, or keywords, that will assist in searching and retrieval of the images. Metadata elements should be defined and built into the indexing plan before scanning begins.
  
  
• Image type
  Determine the image type to use. This will require some testing and will be based on the condition of the original documents, space limitations, and desired image quality.
  
  
• Policies and procedures
  If the scanned images replace the original documents as record copies, policies and procedures should exist to show that the digitizing occurs in the regular course of business. Additional procedures should exist to show that the system and images are secure and not subject to tampering. Having adequate procedures in place increases the likelihood that the system will be deemed trustworthy and reliable if the validity or integrity of the images is questioned.
  
  
• Quality control
  The quality of the images will need to be checked against the original documents before the original documents are destroyed. Problems associated with skew, resolution, or contrast may require a rescan. Quality control steps should be included in the scanning procedures.
  
  
• Cost
  If an outside vendor is used to scan documents, costs will vary. Estimates can range from $.06 - $.15 per image (or higher), with indexing (data entry) and document preparation adding to the cost. If you plan on scanning the documents in-house, you must factor indirect costs for staff time and equipment maintenance/upgrades.
  
  
• Time and scanning rates
  Run several trials to estimate how long the scanning project will take. Include in your estimates scanning, indexing, and a percentage of rescans. The total time to complete your scanning project also will be influenced by how much backfile conversion you wish to accomplish. If you want to convert documents to digital images going back to day one, you must devote more time and resources to the project than if you elect to scan "day forward."

You've come to the right place. We get this kind of request every week through our web site or customer service line.We're very well equipped and have a systematic process in place to handle any work load on any deadline.We can take your documents in any kind of shape or form and turn them into digital files with a conversion format of your choice. (see our Imaging process). We can do it on-site(at your place or off-site at our state-of-the art production center). Off-site Imaging is about 1/3 the cost of On-site work. So think bottomline.