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Titled: Document Imaging Management - The Issues
Document Imaging Management - The Issues
Article Summary: Document imaging management has become an important issue because imaging is increasingly used to capture content. This capture can be for current use or for archiving purposes. With so many vendors, systems, and services in the document imaging market, you have to carefully plan how to meet your document-imaging requirements.
Document imaging management has become an important issue because imaging is increasingly used to capture content. This capture can be for current use or for archiving purposes. With so many vendors, systems, and services in the document imaging market, you have to carefully plan how to meet your document-imaging requirements.
Outsource or In-House?
The first document imaging management issue is whether to acquire document-imaging facilities in-house for meeting your entire document-imaging requirements. Your requirements can include specialized needs for imaging unique document types such as blueprints, x-rays, engineering drawings, and so on.
Systems that can accommodate these special needs can be expensive. If the volume of these special imaging tasks is low, it might be better to outsource the special document imaging tasks.
While even small businesses might be able to afford an inexpensive desktop scanner, they might find that where more expensive facilities like computer-output microfilm are needed, outsourcing might be the better solution.
On the other hand, if your document-imaging requirements were large and varied, the inexpensive desktop scanner would be a poor solution. Acquiring more-sophisticated facilities for in-house use could produce better ROI compared to the cost of outsourcing the large volume of work.
Selection of Facilities
Another document imaging management task is to select just the right facilities to acquire. This depends on both the objectives and volume of document-imaging work involved.
If a large volume of document imaging is for archiving purposes, you might consider computer output microfilm facilities. Microfilm is an excellent medium for long-term storage of documents.
If the flow of paper documents is huge, you might have to select production-level scanning facilities that can control many scanning workstations simultaneously.
If a significant percentage of original paper documents are likely to be of poor quality or handwritten, you might have to install sophisticated scanning facilities that can reliably work with such documents and produce acceptable quality output.
If the volume of incoming paper mail is large you might consider installing specialized mailroom equipment that can accomplish document imaging, OCR conversions, and indexing, as well as extracting documents from envelopes.
Many document imaging systems come bundled with document and record-management facilities. The range is varied and can also be specialized. With the numerous options available in the market, you have to carefully match your needs against the offers and select just the right configuration.
Consider the different kinds of document-imaging tasks in your organization and the volumes involved under each category. Highlight any specialized imaging needs. You can now select the right facilities and also decide what kinds of document-imaging work are best outsourced.
Controlling Document-Imaging Work
Once the facilities are in place, the next document imaging management task is to ensure that the work is done in a controlled manner and that all facilities are maintained properly.
Developing procedures, assigning responsibilities, keeping logs, identifying bottlenecks and problems, and taking remedial actions are as important in this work as managing your business.
Maintenance schedules and maintenance contracts must be made the responsibility of the person in charge of the facilities, who should be accountable for a high level of uptime for the facilities.
Conclusion
Document imaging management involves determining the kinds and volumes of document-imaging work in your organization and their objectives. You can then decide what kinds of imaging work can be outsourced and what is best done in-house. You can also identify the particular configuration of document imaging facilities you should install in-house.
Once the facilities are in place, you have to plan and implement good work and maintenance practices.
Article Source: http://www.upublish.info
About the Author:
Manuel J. Montesino
About Author:
Ademero, Inc. develops document imaging software. Based largely on user experience, the company's flagship product, Content Central™, is a browser-based document management software system created to provide businesses and other organizations with a convenient way to capture, retrieve, and manage information originating in hard copy or digital form. Access a live preview of this document management solution by visiting the Ademero web site.
Keywords: Document Management, Document Management Software
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