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Our document imaging and management products all have 4 main components. You'll need a device to scan and capture the document image electronically, a piece of software to label or index your electronic document, a storage device to save all the files in and a piece of software to search and retrieve your electronic files.
These components can be used to build simple systems and can become more complex as your business and your needs grow. You don't have to worry though, we will design the right system for you using the best tools for the job. We will put you in the system you need today and will make sure that your system will grow with you as your company grows.
Capturing the documents: This requires a device to scan your documents. It can be a flatbed scanner that sits on your desk scanning one sheet at a time or it can be a high speed sheet feed scanning device scanning in 50 pages per minute. You may already have one of these devices if you use an MFP or multi-function product like combination copier/printer/scanners in your office. You may also have some of your documents already captured with email, web pages or a fax server. To create a system, you can start with a scanner that you already have or we can recommend a specific model for your document imaging project.
Filing or labeling the document: Once you have captured your documents, you will want to label them with an easy filing system method. This is just like labeling a file folder and putting it away in a filing cabinet. You can use our software to do this labeling and filing electronically through a simple Windows based interface that your users are probably already familiar with. It generally takes no longer than addressing an email to do. You can label (sometimes called indexing) in multiple ways and however it makes sense for your organization. For example, you might want to label your HR documents by the employee number or you might label your Accounts Payable invoices by the vendor ID.
Storing the document: Once the document is labeled, it is ready for electronic filing. Your options for storing the electronic files include several different types of electronic media depending on your needs. We will help you determine the best electronic storage for you. It could be a small stand alone server, it could be on your web site or it could be on a high capacity storage device like a SAN. Legal compliance requirements will also help us determine the type of storage that you need.
Retrieving the document: Searching and retreiving documents is done through our software. It quickly searches the documents that you labeled and stored based on the labeling criteria that you specified above. This could be by searching on an account number or the vendor ID using our example above.Depending on your labeling scheme, the system might find one file in the search or could find many files for you to choose from. We will help you select the right labeling scheme for your specific application.