FAQ’s for Document Scanning and Digital Storage

FAQ’s or Frequently Asked Questions for indigital’s document scanninng and digital storage services are listed below for your reference.

LEGALITY of IMAGING

Q: Are scanned images acceptable in court?

A: Yes, digital images that are scanned are admissable in court and deemed as an acceptable copy or representation of the original document.  See our webpage regarding compliance for long-term image sustainability. State guidelines and regulations do vary, to confirm your state’s statutes and requirements on digital record acceptance visit your state statute’s for standards:

An example:  Minnesota Archives – Digital Imaging Legal Framework 

Q: Will digital images become obsolete and unreadable?

A: By scanning to a Group 4 tiff image you are compliant for a non-prorpietary image format for long-term sustainability.  Avoid storing images on tape and disks such as CD’s and DVD’s as this media changes rapidly this becoming “obsolete.”

 

SCANNING PROCESS AND EQUIPMENT

Q: Scanning documents is slow, how can I improve the process?

A: Multi-function machines such as copiers, etc. are fine but not always the best cholice for a document scanning process.  Choose a dedicated document scanner that auto-feeds the pages and scans both sides of the page at the same time.  Document scanning software also helps with “Batch Scanning” and performs auto-crop, image de-skew and automatically adjust for “poor Quality” documents as well.

Q: How fast of scanner do I need?

A: There are a variety of document scanners that are fast and affordable.  Depending on your anticipated daily volume and the type of documents, you can use a 20 page to 90 page per minute scanner that scans a box of records up to a filing cabinet per day!  Keep in mind that some desktop scanners only handle pages up to 8.5″ wide x 14″ long.  Other models can handle up to 11″ x 17″ pages.  For more information on available scanners, visit our scanning equipment page for details.

 

INDEXING AND NAMING IMAGES

Q: How is indexing a document different than naming a document?

Document imaging systems use a key index template or “labels” for indexing digital images.  By providing key index data, you can “search” for documents quickly by key fields.  The indeing template is tied to a database so “quiries” can be performed that collect an image or group of images that match your search criteria.  Naming an image such as a PDF image in a file folder can be tedious and names are often too long or inconsistent.

Q: Does “indexing” a document have to be manual or can it be automated?

A: Often times data already exists for the digital image.  For example, data on an invoice generally exists in your accounting system and to eliminate the manual keying process for the image, data can be exported from your accounting system into the document imaging system providing a “match” to the scanned image.  The imagize document imaging system allows data to be imported into imagize then the scanned images are electronically “matched” for search and retrieval eliminating manual data indexing.

DIGITAL STORAGE SOLUTIONS:

Q: Is there an affordable document imaging solution for a department or smaller company?

A: Yes, there are options available for “cloud-based” document imaging solutions as well as “in-house” options.  The imagize cloud-based document imaging solution offers a scalable scanning, retrieval and storage solution for a one-time set up and monthly fee.  There are also software options to purchase and keep “on premise” on your servers to be maintained and managed by your IT staff.

Q: If we have scanned PDF files on disks and then decide on a digital storage solution, will these transfer?

A: Yes, PDF images will transfer and depending on if they are just images or if they are “word searchable” and have been OCR’d and your potential volume, etc.  This may determine the most appropriate document imaging solution moving forward.