Document Imaging has many advantages over paper filing systems. Some of the notable advantages are freed up storage space and document retrieval time savings. By converting thousands of pages to scanned images, you are able to recover valuable floor space as well as substantial monetary savings. Document retrieval time is cut down to seconds instead of minutes or even hours. A document imaging system allows more than one person to access the same file at the same time. Once documents are imaged they can be permanently saved and encrypted so that no one can manipulate or delete these from the system.
A table has been included to further emphasize the advantages of an imaging system over a paper archive. The table compares side by side a typical imaging system versus a paper archive.
A paper archive in this comparison is defined as any paper based filing system that is confined to one or more given areas pertaining to one or more departments of an organization. The storage method can relate to documents archived in cardboard or metal boxes, filing cabinets, rotating modules, compact units etc. The retrieval method is dependent on a person knowing both the location of the file and its position within the filing system. Most paper archiving systems will require a person to physically be mobile in accessing a file. Concurrent access to a paper file is not simultaneous and can only happen once a photocopy or facsimile is made of the original. (Unless a duplicate paper filing system has been created elsewhere, there are hardly any occurrences of this type in Australia)
An imaging solution is defined as a system where paper records are scanned and images are created, then indexed and available through digital or electronic means via the use of software and computing equipment. A backup exists and is remotely located from its mirror location. Concurrent access to the same information is available to anyone on a computing, intranet or internet network.