Keeping Document Imaging Real

There is a certain amount of resistance to going totally paperless. Despite all the technological advancements, this resistance has not yet "gone away." And in fact it's not likely to, ever.

Why? Because it's against human nature. Human beings like to be able to see and hold things. Always have, always will.

We encounter this every day in the document imaging business. People feel as if once they scan a document and put it in that computer, they won't be able to see it and hold it anymore -- and that makes them uncomfortable.

Document imaging providers have found it necessary, then, to work many hours with clients to develop effective filing and naming systems for documents that used to be tactile pieces of paper but now are somewhere inside that mysterious white (or black, or gray) box.

Watch the video located at http://www.disusa.com to get an idea of how contentious these issues of storage and retrieval remain within the industry, even today. The document imaging business is still constantly searching for ways to keep digitized documents accessible to real live human beings, who like to see and hold things.

So are businesspeople looking for those ways. One manager I know places different colored rocks in a formation known only to him that somehow (don't ask me) reminds him where, within his computer system, specific highly valuable documents are.

Hey, whatever works, right?

Document Imaging FAQs

What is document imaging?
The process of using software and scanners to transfer an image to a digital picture. The image can be stored in a system that gives users the ability to access many documents.


How are documents indexed?
- Manual entry
- Second pass entry and verification of index fields
- Full text indexing


What types of images can I scan?
Documents entail pictures, posters, brochures, pages of text, etc.

Document Imaging News:

Conquer Information Chaos


What is scanning software?
The software allows the computer to take digital impressions of a document. It optimizes shading, clarity, and contrast.


What does "scan ready" mean?
It means the paper document is ready to be accessed to the scanning equipment. There must be no staples, tears, or wrinkles on the document.

What types of processes does the document undergo?
Images are de-skewed, de-speckled, rotated, mirrored, background colors are dropped, and borders are trimmed and removed.

How can I use document imaging?
- Read the documents on your monitor rather than have a hard copy
- Have the ability to fax documents using a modem
- Have the ability to edit the document
- Print out the pages whenever needed


How many pages can fit onto one CD?
About 15,000 letter-sized pages can fit onto one CD. Color and images take up more memory, so the number of pages containing such would be less.

Document Imaging Trends

OCR - Optical character recognition allows you to grab information from scanned documents. The technology has been around since the 90's, but its accuracy has improved considerably through recent years.

MFP - The multifunction peripheral is a single machine that acts as a printer, fax machine, photocopier, and scanner.

SharePoint Server - This software is a content management system. The software enables document imaging, as well as imaging for spreadsheets, photographs, videos, and other digital materials.

Document Imaging Provides a Reason to Decorate the Office

The process of document imaging creates the opportunity to get rid of paper vessels in order to create free space in the office.

With more space available, you can exercise the option of decorating your office.

Consider the following decorating suggestions:

- To begin, you want to be sure to adhere to your company's guidelines regarding decorating. Every business is different. Some companies may frown upon any personal decoration, while others may be as liberal as letting you paint the walls.

- Get ideas and items from around your house. You have decorated your place of living according to your style, so it would make sense to emulate the same decor for your office space. Bring in items from your house and place them around your working quarters.

- Put up a lot of pictures. Think of a particular theme and search for portraits that are germane to the central idea.

- Keep your office space well lit. Think about getting a lamp to supplement day and ceiling lights.

- Avoid a cluttered desk and work area. Only leave items on your desk that you will utilize regularly. All other things can be stored away for later use.

Save Office Space with Document Imaging

Along with other benefits of document imaging, the process can contribute to the conservation of office space.

Filing cabinets can be bulky and displeasing to the eye. Document scanning services relieve the need for the storage vehicles.

Instead, you can spread out the desks in the office (giving employees more room) or you can decorate your office with flowers, furniture, or sculptures.

Other scanning service news:

Businesses Less Dependent on Paper Processes - Kodak.com

Shasta Pools & Spas Deploys Document Imaging Solution From eCopy and OptiScan - BNet

Introduction to Document Imaging Solutions

Document Imaging converts physical, paper documents to electronic images. This makes it easy to locate, modify, and share company documents.

Why else should you adopt the document imaging process?

- Document imaging prevents lost records

- Your company will save on storage space

- Managing records is easier with document imaging

- Processes can be automated

- Document imaging reduces operating costs

- Eliminates the chance of data loss



It is easy to integrate the process:

- Document imaging vendors scan your documents into a system

- The imaging system stores your documents on a hard drive or optical disk

- Documents are tracked and indexed

- Documents can be retrieved, modified, and shared through your company's internal computer system


Many vendors exist to provide Document Imaging Services; receive quotes from several sources before making a final decision.