Imaging Grows Up

By Bob Duncan

If you think digital imaging is just a great way to convert paper for efficient storage, you could be overlooking one of the most powerful Records Management tools available. As records managers continue to look for better ways to handle information, the focus has shifted from the physical challenges of deploying imaging technologies to providing effective user-friendly imaging solutions. More and more people are realizing that the broad capabilities of imaging can help you get the most out of your Records Management program.

The Technology Changes

Five years ago, the focus was on the actual technology of imaging. People were concerned with scanner capability, image quality, storage capacity, as well the transmission and protection of these images. Today’s sophisticated and easy to use equipment, combined with the low cost of data storage, improved network speed, better network security, and web-based deployment have alleviated these concerns. The new concern is implementing solutions that will be adopted and accepted by the user community.

From Static to Active

These technological improvements, especially the move to web-based deployment, have allowed imaging to go from simply being a static storage solution to providing an active environment for sharing critical information across any enterprise. This is a fundamental change. Imaging is now used for the capture of historical documents and the capture of day-forward documents. The ability to capture information as it is created allows for it to be used more efficiently and seamlessly in a collaborative environment. Businesses everywhere have recognized that imaging is at the very heart of automating everything from information and business process, to billing cycles and workflow. This is having a major impact across the full spectrum of the Records Management discipline.

Realizing Efficiencies

The handling, photocopying and filing of paper documents remains both costly and time consuming. These costs can be significantly reduced with imaging. The fundamental advantage to having your information in electronic form is that it can be accessed, transferred and stored far more efficiently than in paper form. Perhaps most importantly, imaging allows any number of people across your enterprise to view the same document simultaneously from their desktop, without having to make and file copies. This is a tremendous advantage for collaborative businesses in geographically diverse environments that need to access the same critical information in real time.

Storage: Still the Best

This traditional driver of imaging should not be overlooked. Businesses are producing more information than at any other time, most of it in paper form. At the same time, the rapidly increasing cost of storage and office real estate has made effectively storing this information a top priority. With capture easier than ever, imaging continues to offer excellent ROI as a storage solution.

Enhancing Compliance

Nowhere is the potential of imaging more apparent than in the drive to compliance. Not that long ago people would often ask if it was okay to store electronic documents. Now it is increasingly the methodology for compliance. If you have a digital copy of a record on a server, it can be seen and used, but not lost. Unlike paper which is easily destroyed, an e-document can be routinely backed up and becomes an automated part of your disaster recovery program. As more and more governments and regulatory bodies make e-documents the legal standard, imaging can greatly enhance and speed the compliance process.

New Focus

So what does all this mean? In essence, the question “how will I scan that document?”, is now “how will I use this document once it is scanned?”. Converting your existing and day-forward documents to electronic form gives you the ability to automate the process of indexing, retrieving, storing and maintaining your information. But for this process to be truly effective, it has structured to the needs of your user community. This is a critical in getting user community acceptance. If you keep this in mind, the capabilities of imaging, from capture to document processing, can help transform your Records Management program into a strategic asset.

For more information on imaging and its role in records management, contact TAB today by email or phone.

Bob Duncan is VP Business Development for TAB, and has worked in the Records Management industry for almost three decades. Bob has extensive experience in the area of imaging having managed production environments imaging over 10,000 pages each month, sold and implemented Document Management Solutions and directed the scanning of over 5,000,000 pages of Land and Engineering records at client’s sites. His expertise in imaging includes the industries highest level of certification, CDIA+. He is also certified by a major provider of Document Management Solutions.