Will Electronic Imaging Help My Organization?
It certainly looks like the concept of the "paperless" office is
more a myth than a reality. Everyday there are more and more paper documents to file and
store. Here are three realities to keep in mind:
95% of all information is still paper based.
The volume of paper based records doubles Every 3.3 years.
40% of paper based files are photocopies.
To state the obvious: Document storage and retrieval has become one of the
biggest challenges affecting businesses today. Saving an organization’s records in
paper format can be costly and grossly inefficient. The high cost of labor and office
space has sent many information managers searching for an alternative to storing records
in office filing cabinets.
Historically, two of the most popular alternatives have been off-site
warehouse storage and microform (microfilm and microfiche). Each of these has proven to
have limitations for security, permanence, and ease of retrieval.
The answer to your record storage and retrieval problems is Electronic
Image Management. With Advanced Information Technologies' state of the art hardware and industry exclusive
software like PaperlessOffice, you can store literally millions
of documents from a desktop. With this system, paper and electronic documents can be filed
and stored on hard drives or optical disks (WORM). Once stored, documents can be located
in a matter of seconds. After they are located, documents can be viewed on a standard
computer monitor, printed with the same clarity as the original, or sent electronically to
other people on or off the network. File duplication can be eliminated or reduced as
departments will no longer have to keep their own copy of important records. Authorized
users can now easily access records and documents from any workstation. Remote offices can
now electronically share the documents they desperately need – including those stored
only at the home office!
Assuming what you have read so far is of interest, the next step is
to answer the original question – "Will Electronic Imaging Help My
Organization?" If the answer is YES to one or more of the following
questions, your organization can definitely benefit from an Electronic Image Management
System.
Do you have more than 100,000 filed pages? (equivalent to 10 four drawer
file cabinets).
Are you using microfilm or microfiche?
Would your business be severely impacted if records were lost due to
fire or other disaster?
Would your productivity and customer service improve if your staff had
easier, quicker access to information?
Is there better use for the space currently being used for document
storage?
A document imaging system will make every member of your organization more
productive. Instead of taking up space and frustrating everyone, your filing system will
be turned into an Information Center! Information will never be lost
again and will be instantly available, 24 hours a day!
