The Paperless Office - or at least, paperless archiving.

THE WORLD IS GOING DIGITAL! 

 ARE YOU READY???

For anyone wishing to finally enter the 21st century of Document Imaging, Digital Documents, File Sharing, Electronic Records Management and all the cost-saving advantages that go along with... DOCUCHIVE would like to extend to you an invitation to our services and expertise. 

At DOCUCHIVE, we provide you with all of the benefits of digital file management and secure archiving while allowing you to avoid the hassle and expense of having to create an in-house program.  While anyone can implement an in-house Document Imaging & Records Management program - why would anyone want to?  The task of Document Imaging is tedeous, time-consuming and a general pain-in-the-rear.  Like office cleaning and many other outsourced duties, document imaging is a project that is more cost-effectively handled by trained personel who specialize exclusevely in this technology.  There comes a point when Professionals need to stop the non-income producing multi-tasking and focus instead on the more important business at hand - NEW BUSINESS DEVELOPMENT! 

For all of the benefits and none of the hassles - outsource to DOCUCHIVE!

FOR THOSE OF YOU STILL WANTING TO GO IT ON YOUR OWN...I would like to provide a few essential and frequetly overlooked tips that should help you make your program as successful as possible.

1. DON'T treat the task of imaging as a "spare time" activity.  Attention to detail is critical to producing accurate results and should never be left to chance.  The old "garbage-in, garbage-out" could not be more applicable.
2. File pages need to be "prepared" prior to scanning.  Corners need to be straightened, staples must be removed, torn or damaged pages should be replaced.  These few steps will help you obtain a better capture with fewer multi-page feeds, jams or skew errors, reducing the amount of time needed to re-run failed capture attempts.
3. Just because the pages went through your scanner doesn't mean the the "capture" was a successful one.  ALL PAGES of an imaged document need to be viewed and validated for accuracy, readability and reproduction qualities.  If your imaged documents ever need by relied upon for legal defense or prosecution - minimum standards must be met in order to comply with legal statutes or precident.
4. Imaging equipment, especially less expensive models, is very high-maintenance and needs to be serviced frequently to provide for error-free imaging.  Even with the more expensive equiptment used by companies like DOCUCHIVE, service and maintenance costs represent about 12% to 15% of every dollar of revenue.  Read your manual and follow maintenance schedules religiously!!!
5. Now that your files are "imaged", a method of File Sharing needs to be implemented for your efforts to be most beneficial.  Is a heirarchy of indexed files and folders going to be constructed for this purpose or would a database be more effective when fast retrieval is required?  Local or Internet based access?
6. A final word about imaged files and file sharing.  Your new digital files are now like any other digital file on your computer; data needs to be backed-up regularly and permissions need to be set to restrict access by unauthorized persons.  If a file is accidently deleted or misfiled (yes, that can happen with certain types of digital filing system too), you will need a system to detect and correct this instance of lost or misplaced documents. 
7. If files contain sensitive client information, protection systems need to be in compliance with various Government and Industry Regulations.

I hope everyone has found this information to be useful and beneficial.  Thank you for allowing me this indulgence.

Bob