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File
Management Originally, a file management system was a computer program
(or set of programs) used to track and store images of paper files. More recently,
the term has been used to distinguish between imaging and records management systems
that specialize in paper capture and records respectively. File management systems
commonly provide check-in, check-out, storage and retrieval of electronic files
often in the form of word processor files and the like.
If you think
converting 25,000 documents of paper to one
CD can enhance your storage solution, U.S. Imaging is ready to help
you reclaim your space today!
Document
Scanning vs Paper Storage
VS
Paper
Stored File
Travel to
paper storage -------------------------- 20 min - 40 min
Search for file and specific documents ------- 15 min - 30 min
Return to work -------------------------------------- 20 min - 40 min
Copy, fax or mail documents -------------------- 15 min - 20 min
Prepare files for destruction --------------------- 10 min - 20 min
Total Time 1 hr 20 min
- 2 hrs 30 min
(Assume $10.00 / hr salary and benefits) $13.33 - $25.00 / occurrence
Electronic
File System or Document Scanning
Insert disc into PC or
retrieve from server--- 2 min - 3 min
Print or email documents ------------------------ 2 min - 5 min
Total Time 4 min - 8 min
(Assume $10.00 / hr salary and benefits) $.66 - $1.33 / occurrence
Expense of Storing Paper
Files Verses Electronic File Storage
Paper
Storage Expenses
(personal storage unit)
4.6 cents per month 55.2
cents per year (150 page files)
Storage boxes ($7.50 / 20 files) 37.5 cents per file
Destruction cost after retention period. 60 cents per file
Labor cost ?
Total Cost per File (5
year retention period) $3.72 + Labor
Paper Storage Expense
(third party storage facility)
Enter file into storage
$1.25 - $1.30
Storage boxes ($7.50 / 20 files) 37.5 cents per file
6 cents per month 72 cents per year
Destruction cost after retention period 60 cents
Labor cost ?
Total Cost per File (five
year retention period) $5.18 - $5.28 +Labor
(Retrieval charge of $25 -$40 per occurrence)
Electronic File Storage or Documet
Scanning
Scanning expense (average)
$5.00 - $6.00
Labor cost $0
Storage boxes $0
Destruction cost $0
Total Cost per File (Lifetime
retention) $2.00 - $6.00
Q:
My files are messy, how should I prepare them?
Q: How will you label my files?
Q: How do my files get back on my system?
Q: What about my new files?
Q: Can the CD data be altered?
Q: How Much? Can I see a demo?
Q: What industries are using document imaging?
Call Don DiPlacido at 205-822-6886
for a personalized demonstration using your own data.
" Did You Know? "
• 90% of corporate memory exists on paper.
• Of pages that get handled in the office, 90% are
merely shuffled.
• The average document gets copied 19 times.
• Companies spend $20.00 in labor to file a document. $ 120.00
in labor to find a misfiled document, and $ 220.00 in labor to produce a lost
document.
• 7.5 % of all documents get lost, 3 % of the remainder get
misfiled.
• Professionals spend 5-15 % of their time reading information
but 50 % looking for it.
• 4 Trillion paper documents are in the US alone, growing
at a rate of 22 % per year.
Typical document
management systems have the user scan in the original paper document, and store
the image of the document in the document management system. The image is often
given a name containing the date and the user is often asked to type in additional
"tags" in order to make finding the image easier. Slightly
more advanced versions also perform an OCR on the image, storing the text along
with the image. Although most OCR systems are notoriously inaccurate, even a few
correct words scanned off the page can eliminate the need for the user to type
in their own tags.
Once the document is stored,
it is typically retrieved using an application that is aware of the way the tags
(or scanned text) and image are related. That way when you search for "invoice",
opening the document will in fact open the original image.
Document management systems
can save a tremendous amount of time, even in cases with small numbers of documents,
like home bill payment or personal tax preparation. It is somewhat odd that they
aren't more widely used, but some of this is likely the fault of the scanning
step. Many systems include their own high-speed black and white scanner to make
this step as easy as possible, or can incorporate existing office MFPs.Storing
electronic documents is somewhat different but follows the same principle. Here,
every kind of internal documentation of somebody (typically a company or corporation)
is both written and stored electronically. Printed copies of documents need not
even be produced, and documents may be electronically signed.
Electronic document management
systems typically include a workflow model for certifying and electronically signing
documents.Electronic
document management systems can be extended to support requirements under the
HIPAA (Health Insurance Portability and Accountability Act of 1996) and Sarbanes-Oxley
Act of 2002 by addition of digital rights management controls including real-time
network/application/file monitoring and policy control. This gives auditors, administrators
and directors documented evidence of internal controls that communicate, store,
and protect documents and allows unalterable logs or databases of who has accessed
which pieces of information, where and when. It also gives fine-grained control
of who can access, view, print or forward any particular document or group of
documents.
Typical file
management systems have the user scan in the original paper file, and store the
image of the file in the file management system. The image is often given a name
containing the date and the user is often asked to type in additional "tags"
in order to make finding the image easier.
Slightly more advanced
versions also perform an OCR on the image, storing the text along with the image.
Although most OCR systems are notoriously inaccurate, even a few correct words
scanned off the page can eliminate the need for the user to type in their own
tags.
Once the file is stored,
it is typically retrieved using an application that is aware of the way the tags
(or scanned text) and image are related. That way when you search for "invoice",
opening the file will in fact open the original image.
File management systems
can save a tremendous amount of time, even in cases with small numbers of files,
like home bill payment or personal tax preparation. It is somewhat odd that they
aren't more widely used, but some of this is likely the fault of the scanning
step. Many systems include their own high-speed black and white scanner to make
this step as easy as possible, or can incorporate existing office MFPs.
Storing electronic
files is somewhat different but follows the same principle. Here, every kind of
internal documentation of somebody (typically a company or corporation) is both
written and stored electronically. Printed copies of files need not even be produced,
and files may be electronically signed.
Electronic file management
systems typically include a workflow model for certifying and electronically signing
files.
Electronic file management
systems can be extended to support requirements under the HIPAA (Health Insurance
Portability and Accountability Act of 1996) and Sarbanes-Oxley Act of 2002 by
addition of digital rights management controls including real-time network/application/file
monitoring and policy control. This gives auditors, administrators and directors
fileed evidence of internal controls that communicate, store, and protect files
and allows unalterable logs or databases of who has accessed which pieces of information,
where and when. It also gives fine-grained control of who can access, view, print
or forward any particular file or group of files.
I'm
Interested: Tell Me More!
Frequently
Asked Questions
Q:
What if my files are a mess? What do I need to do to get them ready for scanning?
A: You don't have to do anything to your files!
We scan them as they are. Notes on the file covers, sticky notes, etc...will be
scanned as well. No information will be lost or overlooked.
Q: How do you know
how to label my files so I can find them in my system?
A: Indexing can be done in several different
ways and we will consult with you before processing any of your files. The indexing
is customized to match your current filing methods.
Q: How do the files
get into our system so we can access them?
A: After we have scanned the files, we'll
transfer the data to a CD which contains images of all pages of each individual
file. The CD can be read in a CD-ROM drive, saved to a computer hard drive, or
hosted on a network. If you have a network, everybody can access the same data
at the same time.
Q: What happens after
all the old stuff is on CD? We are making new files and adding paperwork everyday.
Won't there be a gap?
A: Old data is stored and archived on seperate
CDs. Your current workflow documents will be periodically converted to digital
files as your situation dictates.
Q: What kind of Data
Security is there? Could someone change the data in a scanned file?
A: Good Question! NOBODY will be able to alter
any data on your CD's. All data will be converted to PDF, which keeps anyone from
adding or deleting any data.
Q: How much does it
cost and can you do a sample of our archives so we can try it out first?
A: In order to give you a detailed quote,
we will gladly create a trial-sized demo CD of you actual files digitally converted
with no obligation to you. Based on your demo file we'll determine what we'll
change for the complete project.
Q: What are the industries
that use your services?
A: We serve many industries, including:
- Realtors
- Builders
- Developers
- Architects
- Contractors
- Mortgage Companies
- Auto dealers
- Universities & Colleges
- Doctors - HIPPAA compliance, our document management solution is perfect for
patient records.
For answers to YOUR questions, call 205-822-6886 or E-mail
us.
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