Document Imaging & Management Systems - The Basics  
Document imaging is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds. Thousands of organizations around the world use document imaging every day instead of paper filing systems. The reasons for this change are simple:

Document Imaging:

  • Prevents lost records

  • Saves storage space

  • Manages records easily

  • Finds documents quickly

  • Makes images centrally available

  • Eliminates need for file cabinets

The steps necessary to introduce document imaging are simple:

Documents are scanned into the system. The document imaging system stores them somewhere on a hard drive or optical disk. The documents then get indexed. When a person later wants to read a document, they use the retrieval tools available in the document imaging system. Which documents can be read and what actions performed on these documents is dependent on the access provided by the document imaging system.

 A complete document imaging system comprises five elements:  

  • Scanning : Major advancements in scanning technology make paper document conversion fast, inexpensive, and easy. A good scanner will make putting paper files into your computer easy.

  • Storage The storage system provides long-term and reliable storage for documents. A good storage system will accommodate changing documents, growing volumes and advancing technology.

  • Indexing The index system creates an organized document filing system and makes future retrieval simple and efficient. A good indexing system will make existing procedures and systems more effective.

  • Retrieval The retrieval system uses information about the documents, including index and text, to find images stored in the system. A good retrieval system will make finding the right documents fast and easy.

  • Access Document viewing should be readily available to those who need it, with the flexibility to control access to system. A good access system will make documents viewable to authorized personnel, whether in the office, at different locations.