Thousands of organizations around the world use document imaging every day instead
of paper filing systems. Document imaging offers a number of benefits over paper and
- Fast retrieval - Imaging lets you find documents quickly without leaving your desk.
Paper and microfilm are slower because users must go to files and search manually.
- Flexible indexing - Imaging can index documents in several different ways simultaneously.
Indexing paper and microfilm in more than one way is awkward, costly and time-consuming.
- Full-text search - Imaging systems can retrieve files by any word or phrase in the
document, a capability that is impossible with paper or microfilm.
- No lost files - Imaged documents remain in their folders when being viewed, so none
are lost or misplaced. Plus, index template and full-text searches can find documents
if they are accidentally moved. Lost documents are expensive and time-consuming to
- Digital Archiving - The risk of loss or damage to paper or electronic records is reduced
with a document imaging system. Keeping archival versions of documents in a document
imaging system helps protect paper documents from over-handling and keeps electronic
documents in a non-proprietary format.
- Share files easily - Imaging makes it easy to share documents electronically with
colleagues and clients. Paper documents usually require photocopying to be shared,
and microfilm requires conversion to paper.
- Improved security - Imaging can provide better, more flexible control over sensitive
documents. Imaging controls security at the folder, document or individual word level
for different groups and individuals. In contrast, all paper documents in a filing
cabinet or filing room have the same level of security.
- Save space - Imaging will help recover valuable office space that was previously taken
up by bulky paper files.
- Disaster recovery - Imaging provides an easy way to back-up documents for offsite
storage and disaster recovery. Paper is a bulky and expensive way to back-up records
and is vulnerable to fire, flood and theft.
- Save time - Studies show that professionals often lose up to 500 hours a year just
looking for documents. Those days are gone. Document imaging offers a better way to
manage the records you rely on.
- Save money - Time and space are two of the most costly aspects of doing business in
today's world. Electronic Document Imaging can significantly reduce both the time
spent searching for documents and the space used to store bulky paper documents.
As document imaging becomes more commonplace, numerous laws have arisen regarding
the legality of imaged paper and electronic files. Many government agencies now accept
imaged documents as legal records, meaning that the paper originals can be destroyed,
given certain conditions.
- Records must be stored in an unalterable format, such as CD or DVD.
- The system has reasonable controls to ensure integrity, accuracy and reliability.
- The system must provide some type of audit trail to prevent and detect unauthorized
creation of, addition to, alteration of or deletion of records.
- A complete and accurate transfer of records can be made.
- The system has reasonable controls to prevent and detect deterioration of records.
- There is an indexing system that assists with finding records.
- The system has the ability to print copies of records.
- The system must be able to cross-reference with other record-keeping systems and software.
- The system has documentation on how the software works and how it has been set up.
Our system does meet the above criteria. However, the legality of imaged documents
varies depending upon the federal agency, state, county, municipality and department
involved. Departments should consult with the governing agency on the specific statutes
pertaining to their area.