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Document Archive Methods as discussed here is an overview of the various industry standards and how those are interpreted within our program documentINDEXER+:
- digitizing paper documents (Document Imaging or scanning or Capture)
- accessing data from paper bound documents (OCR Optical Character Reading, barcode)
- capturing both paper and electronic documents (Scanned Paper Image Documents, WORD files or other WP files)
- capturing non-document file formats (i.e., GIF, JPG, XLS, PUB, or 134 other Window File Formats)
- accessing data within electronic documents and non-documents files
- storage of all file types (Window’s Repository Folder Structure)
- indexing of data and relating that data to scanned paper documents and other captured electronic files
(Storing the index data, pointing it to the correct document/file set and storing that into an ODBC database)
- archiving and retrieval of all indexed data and the files associated with that data (Using the database retrieval/lookup tool to find the correct document/file set)
- workflow as it is used within our program (A complex macro of rules to process data, documents and/or other files and relating the data to allow for specific intended lookup and finding of that documents and/or other files at a later time.)
The idea of a paperless office is in fact an ideal. Even though one of our company’s most popular web sites is named www.ipaperlessoffice.com, it is named that because the ideal stills communicates. Since days long past, paper has been man’s choice data recorder. It is low tech, available most anywhere and most everyone can use it. We are all well aware with the advent of the computer our office paper usage has soared and continues to soar.
There in lies the problem for the business office. The business office is drowning in this computer paper mill. Unless management stops and takes notice, management will wait until it becomes very unmanageable. There are many methods to engage technology in order to gather data without using more paper. The modern business office has and is using a lot of this technology to reduce its reliance on paper as its primary data transport. This is the more realistic goal that of reducing the use of paper instead of becoming completely paperless.
One method of paper reduction is to use document imaging and management technology to gather data that is locked within paper based documents, relate that key data to other data from a computer based database, store both that relationship (the index) and the electronic file (scanned image file of the paper document) and then if possible destroy the paper document. This cycle is known as document imaging, data capture, document indexing and document management.
More expensive and extensive eContent Management Systems can be purchased. Usually these systems are far out of reach for the average small business or corporate department. There are document processing software geared for the Small Business Office and/or the corporate department. To implement this process of paper reduction, data gathering and document archival and retrieval is a large step forward in making the day to day business process for the small business or corporate department more efficient, effective and less costly.
documentINDEXER+ is such a system that can easily pay for itself through these cost savings:
- redeem personnel whose valuable time was used shuffling paper
- free the information within your documents to be used by more efficient computer based applications
- redeem expensive office and/or warehouse square footage by shredding and disposing of it once it has been indexed and published by documentINDEXER+.
documentINDEXER+ is an extremely cost-effective solution to automate this paper reduction process and brings this technology within reach of Small Business and the corporate department where similar technology costs thousands more.
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