What is Document Imaging

Document imaging is nothing more than copying a paper document and electronically recording the image on magnetic or optical media, such as tape or disk, for future computer retrieval and reproduction. Images should be indexed to facilitate retrieval.

What are the benefits of Document Imaging?

Reduction of storage space and associated costs for paper files. A single 625 MB optical disk cartridge or CD ROM will hold about 30,000 pages, or about three four-drawer file cabinets.

Reduction of retrieval time and associated costs for paper files. Retrieval of an imaged document typically takes less than 5 seconds

Reduction of reproduction time and associated costs for paper files. A copy of an image may be viewed or printed from any computer on the network.

The ability to use Optical Character Recognition (OCR) to create text copies and indices. OCR text creation takes about 5 to 10 seconds per page, and can be performed at night. OCR text can be used for full-text indexing. This is the ability to retrieve a document based on any word or phrase contained in the text of the document.

Reduction of transfer costs for paper files. A CD ROM weighs about one ounce, 60 reams of paper weighs more than 100 pounds!

What hardware is necessary to perform imaging?

A typical imaging system (workstation) consists of a computer, scanner, hard disk drive, optical disk drive or cartridge drive, tape drive, display monitor, printer, and the imaging software; all of which presently cost about $15,000.

Document Imaging Services

Kinder & Associates will provide consulting services to help your organization determine the cost-effectiveness of a document imaging project. We can also provide assistance with the selection of hardware and software for your document imaging. Finally, we will provide assistance in training your staff and establishing the methods and procedures necessary to assure success with your document imaging project.

A Real-life Example

During 1993, one of our clients, the Pinto Horse Association of America, decided to implement a document imaging project with two goals in mind. Their first goal was to preserve over forty years of documents containing over one million pages of their Registry of Pinto Horses. The second goal was to reclaim over half of their office space which was devoted to the storage of their Registry files, this would allow the association to enter into a long-term renewal of their existing office lease at a substantial savings over the present market rates for office space.

Click here to see an overview of their document imaging project.