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Imaging 101

Imaging is a most often misunderstood and misused term. Most importantly, imaging has the potential to change the way you store and access your business records. Remember early on in the technological boom when pundits were predicting the paperless office? In reality, the opposite has occurred as workers printed out multiple copies of computerized documents to be filed, cross-filed, circulated and store in piles on desks and drawers. The process of electronic imaging brings us closer to the dream of the ecologically friendly, paperless office because it allows the retention of the electronic copy instead of printing file copies. Imaging is the process that makes your business files and documents electronically accessible. Scanned documents can be retrieved from your PC, eliminating time-consuming process of locating documents, re-keying what you need or having to make copies for co-workers. Essentially, you type in the criteria you need and it appears on your screen ready to be organized, printed, distributed and labeled for other use.

Electronic imaging of documents is hardly a new concept, but recent technologies have made the benefits of the process more widely available. FileVault has explored not only the technological aspects of imaging but also the practical application of service for our client base. It makes sense that eventually all businesses will use some sort of imaging, but even now, many offices can benefit from the productivity increase from the quick retrieval of business files and documents. Is imaging beneficial to everyone right now? Maybe not. But for certain companies with active, multiple files and reasonable, predictable needs, the cost of imaging key business documents can offset the cost of continual retrievals.

The most common reasons a company may choose to invest in imaging are that it can be faster, cheaper and more flexible than current manual retrieval methods. More specifically, a company can expect:

• Reduction in cost of document retrieval
• Shortened response time to internal and external requests
• Instant accessibility of information from multiple locations
• Reduction in microfilm/microfiche, magnetic media or paper output

FileVault has been researching aspects of imaging services to help our clients decide if the process is cost-effective for their particular company. Imaging is not a quick-fix end to hard copy storage as many clients still keep originals after imaging. (This is true across the country.) FileVault views imaging as part of our overall mission to help companies effectively mange their records, regardless of format and thus a compliment to our hard copy storage services.

Companies most likely to benefit from imaging are those with active records, rapid retrieval need, often by multiple users in multiple locations. For many, access to documents is critical to work flow and completion of tasks depends on quick availability of imaged documents, often to workers at various offices who are cooperation on a join project.

But how do you determine what records are most cost effective to image? All is not the answer unless budget is of no concern. For example, in the insurance industry, it may benefit to image policies, which are in effect long term. Medical files are stored long-term as well but may or may not be frequently accessed depending on the practice.

In-House vs. Outsourced
Upon determining if imaging is right for your company, the next debate is whether to imaging internally or outsource the service. Because of the labor-intensive nature of the preparing the materials, fluctuating staffing requirements, and ever changing technological changes with imaging hardware and software, many firms utilize service providers that can provide the staff, efficiency and quick turnaround desired without worrying about the hardware and software requirements and investments. FileVault continues to provide services at rates that make these services attractive to be outsourced. The confidentiality and security of these documents is our first priority. Additionally, should the need arise to retrieve a hard-copy original document during this process, FileVault is equipped to handle such requests. Our imaging experts are ready to assist you with your next imaging project, regardless of size.