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There are three primary document imaging steps:
1. Scanning digitizes the document and turns it into a file that can be stored, viewed, and routed electronically. While a scanner is most often used, documents can be scanned with a fax machine or a multifunction peripheral.
2. Quality Control allows an operator to determine if the image is readable, and if not, the document can be re-scanned or cleaned up using various technologies.
3. Document indexing refers to how documents are indexed for retrieval once the document is scanned into a document repository. Indexing is critical: if a document can't be retrieved, or retrieved in an acceptable time frame, it might as well not exist. Indexing refers to the actual index values needed to retrieve a document from wherever it is stored. Classification refers to how the data is categorized in terms of which storage media it should reside on and for how long.
CES, Inc. provides both in-house and outsourced scanning services.
In-house Scanning Services
If you have the resourCES and prefer to do your own scanning work in-house, CES, Inc can assist you with evaluating and purchasing capture software and scanning hardware. While mature and fairly straightforward, document imaging, like any technology, needs to be understood to maximize its effectiveness. Below are a few considerations:
Indexing is essential. Documents indexed incorrectly are essentially lost.
Manage input quality. Poor digital quality equals lost information.
Hardware, software, integration, training, and operating costs can be costly. However, many systems are able to reach a payback in 24 months or less.
Beware of proprietary formats and the potential expense of future conversion to a standard format.
System maintenance is key to keeping scanners operating at peak efficiency.
Outsourced Scanning Services
While our ECM solutions provide the capability to capture electronic and paper content in all its forms, paper conversion of a large number of documents into electronic images may require some heavy lifting. Due to the large capital outlay and ongoing costs of operating a capture operation, outsourcing document imaging has been practiced since the technology's inception. CES, Inc offers a variety of models for outsourcing document imaging:
The SaaS (Software as a Service, or "hosted") model. Outsource your scanning to us and we handle the entire conversion process and store the electronic images, providing access to your organization via a secure internet connection.
Outsource the scanning operation (paper capture and indexing) to us, but you maintain control over the resulting index data and images, and are responsible for storage or disposal of the paper.
Outsource the indexing of the document to us, but you are responsible for the initial scanning of the documents, but we provide all of the indexing and return to you the images with the indexing values.
Outsource the scanning to us and we come on premises to do the work. This model is used when documents cannot be off-site.
800.9.CESINC or 816.421.2011 4025 NE Lakewood Way Suite 250 Lee's Summit MO. 64064©2008-2009 CES, Inc. All rights reserved.
