Document Imaging Continued…

Files and documents are often shared by different offices in a company, which may be in another building or in another country. Having electronic files makes it possible for people in different areas to view the same document. Whereas with paper files, the only option is to make a photocopy and send it through the mail or fax it, both create more paper. Document imaging will cut down on waste and paper costs, saving you money in the long run.

Electronic files are also good to have in the event of a fire, flood or other such event, in which case they would not be lost.

How does the process work?

Paper documents are scanned and saved to a location on a hard drive or disk. When the file is saved it is given an electronic index card. On that card you put some information about the item, such as the name of the item and the date it was received or who it belongs to. Any kind of information you think may identify it. It is then filed away.

When it is time to find that document the index card is one way to search for it. You may also have the computer search in the text of the document. The time it takes to search depends on how many files the computer has to search through, but while the computer searches you are free to work on other things. The electronic filing system will result in easier storage and even easier retrieval of your important documents.

The scanner you use for transferring the documents should have an Automatic Document Feeder (ADF), which will allow you to scan stacks of paper rather than having to feed each one individually. As the scanner's capabilities and speed increase so will the price, so it is best to shop around. It may be most cost effective to buy a few scanners that can run at the same time, rather than one very large expensive scanner.

By Jeanne Rongitsch