1. What are the benefits to document scanning and imaging?

Document management is an overall business strategy based on digitizing print information so you can manage and share business information efficiently. A well-designed document management system has much to offer your business.

The benefits are:
Reduce filing costs - Digital documents can be much easier to file and easier to access than paper.

Reduce distribution costs - You can save printing and toll charges when you e-mail a document rather than fax it.

Information Security- You can control access to digital files, and maintain a history of documents read and by whom. Encryption options for e-mail and stored files provide even more control over security of data.

Improve access to information - Groups of employees can share digital files more easily than paper. Multiple copies can be sent to appropriate users via e-mail in seconds, and Web-based information can be viewed by authorized persons on the Internet.

Regulatory compliance - Sarbanes-Oxley and HIPAA require organizations to maintain appropriate security and controls for both accounting and patient information respectively. Paper based filing systems do not offer the sophisticated security and controls as does a document imaging system.

2. Why use document scanning and imaging?

Even though a paperless office might not be a possibility for every business, using document imaging and digital storage is a great positive for every business. Document imaging allows for the storage of more information in a fraction of space needed by traditional paper files and cabinets. Many offices have many office rooms devoted to store paper files and in legal offices these original document are required. In different business offices including legal, documents can be stored digitally. The staff would have an easier and faster access to digitized data through an efficient data management system and from their desk than otherwise through stored paper files.

Document imaging can be used for sending faxes by email or over the internet. When used in this manner, the fax may be scanned from a paper document, sent electronically, read by the recipient, who stores that information on their computer without the need to produce a paper copy.

Document imaging can be used to produce a questionnaire, feedback report, or test that is transmitted electronically, completed by the recipient, and returned to the sender electronically. In this manner, information is gathered and no paper medium is involved. Because so many people carry PDA's today, many documents can be scanned and made available to employees even when they are away from the office or remotely.

3. Are scanned document legally accepted?

In the United States, two uniform laws clearly establish the basis for admitting records maintained on document imaging systems into evidence: The Uniform Rules of Evidence [US 128-0060-00 to 0170-00] and The Uniform Photographic Copies of Business and Public Records as Evidence Act (UPA) [US 1128-0020-00]. The four best-known reproduction techniques - photocopy, microfilm, facsimile and electronic image management or document imaging - exhibit the same three characteristics.

Image Capture: A photographic, scanning or other process to identify and capture the image of the original document.

Image Manipulation: A photographic, electronic, photo-static or other process that transforms the captured image into a format for storing and reproducing the image.

Visible Reproduction: A photographic, photo-static, printing, or other process that converts the manipulated image into a visible form. A document imaging system, for example, utilizes an electronic scanner for image recognition, computer software, memory and optical disk storage for image manipulation and graphic terminals and laser printers to make the image visible. A document imaging system is therefore similar to other reproduction technologies.

A document imaging system, for example, utilizes an electronic scanner for image recognition; computer software, memory and optical disk storage for image manipulation and graphic terminals and laser printers to make the image visible. A document imaging system is therefore similar to other reproduction technologies.