FAQs About Document Management

 

WHY SHOULD I SPEND THE MONEY SCANNING MY FILES?

This is the most commonly asked question. Your paper files and file cabinets have

served you well for years. You have a system to find the files you need and a

storage area rented to store those files you may never need but don't want to throw

away.

 

The answer is simple. Those paper files are costing you money every day you pay for

a storage facility. Those familiar file cabinets are costing you money in office space.

And those files that are so easy to find are costing you money in clerical support to find

those files and refile them and then find them each time you need a file.  Scanned files

allow you to get rid of those off site storage units and store those seldom used files in a

safe location, even a safety deposit box for a fraction of the cost of a storage unit.

 

YOU SAID I COULD SAVE MONEY IN CLERICAL TIME...   HOW?

How many times have you gone to the file cabinet looking for a file only to find that it was

misfiled or taken by someone else and not replaced? How many times have you had to

send a clerk to the storeroom looking for a file? Once your documents have been scanned,

they are as accessible as your computer keyboard. Either access the CD ROM with the files

you wish to view or load all of your files onto your network for easy access.

 

HOW MUCH DISK SPACE WILL MY SCANNED FILES REQUIRE?

This depends on how large the documents being stored are and how much data is on the

page. On the average, a 8 1/2" X 11" typed document, scanned at 200 dpi, will consume

around 40kB, that’s about 13,000 documents in the space of one CD, or 2,500,000 on a

120GB Hard Drive.

 

HOW DO I DESIGN MY DIGITAL FILING STRUCTURE?

Information to Imaging Technologies will work with your office staff to design a filing system keeping in mind your current system and the structure of your office.  All this is done

before your first document is scanned. 

 

ONCE THE ORIGINAL FILES ARE SCANNED, HOW ARE THE

NEW FILES MAINTAINED?

This can be accomplished in two ways.  You can purchase an economical and reliable

high performance desktop scanner to maintain your own files or Information to Imaging Technologies Document Conversion Services can pick up, scan and return files on a

regularly scheduled basis. Our team will work with you and your office staff to determine

the most cost effective way to go.