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There are 5 key elements that you need to for when researching document imaging products: scanning device,
electronic repository, document indexing system, document retrieval and document access.
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or download our "Scanning Information - the Basics" from our Partners section.
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Select a well established manufacturer whose primary products are focused in production scanning.
Do not use multi-functional devices as production scanners.
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At minimum, find an electronic repository that includes easy access, use, security, web-based and retention scheduling. The
repository should also be compliant with Federal, State and Industry Standards such as Federal 5015 Electronic Records Standards
and Sarbanes-Oxley. An ideal repository should also have redundant backup services in the event of a disaster.
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A good indexing system creates an organized document filing system and makes allows for simple and efficient retrieval.
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A good retrieval system should include index and document types to allow you to find a document quickly.
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Clients are looking for immediate access to their document images. You should provide online access 24/7 so that clients
can view and share documents regardless of their location. Access should also be secure and meet government regulations
and laws such as HIPPA, Federal 5015 Electronic Records Standards
and Sarbanes-Oxley.
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There are essentially six fees that are associated with the document imaging process.
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Document Preparation: prepping is typically charged on a per image basis.
Actual fee is dependent on several factors: document condition, document color,
existence of document fastners (e.g. - staples, paper clips), missing files, and
whether the documents are standard or non-standard size. Lastly, reassembly the
document may double your document preparation fee.
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Scanning: the fee for the actual imaging of documents is dependent on the
number of sides per page, non-standard paper size and if OCR (Optical
Character Recognition) is required.
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Index Fields: to ensure documents can be retrieved quickly, indexing
(keywords) fields are created. This fee fluctuates and is directly related
to the number of fields that your client would like to capture. Calculation
is generally by keystroke, field or hour.
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Document Types: classification of documents such as "Dispositions",
"X-Rays", or "Notes" may require special configurations in the data capture
software.
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CD Count: in certain instances, clients may ask for their imaged documents
on a CD or DVD. Generally, 13,400 images may fit on a CD whereas DVDs allow for
94,000 images depending on the density of information on the media or equivalence
of a standard four-drawer cabinet.
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Software/Hardware: this is required to convert documents to images. Your
clients need only have internet access to search and view their documents.
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SOD is a system that allows user to store all important hard copy documents in a third-party record center facility.
Clients may request documents via fax, phone or email from the record center. Documents are then pulled from storage,
scanned and indexed specifically for clients and automatically posted for viewing.
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50,000 bytes
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About 20 pages
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About 20,000 pages
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About 20,000,000 pages
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About 13,400 pages
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About 94,000 pages
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About 25,000 pages per records storage box
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About 8 boxes
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About 8,000 boxes
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