Document imaging systems include scanners to help you convert paper records into electronic files, while document management software exclusively deals with electronic files. Both products include similar software: you\’ll get security, tracking, and searching either way. For a one-time conversion of paper files, you can hire a scanning service, and not pay the hardware costs of a document imaging system.
Most modern digital copiers with networking capabilities make excellent scanners and are compatible with document imaging needs. They\’re also more useful to your office than dedicated scanners, so upgrading your copier with a high-speed document feeder may be a worthwhile way to get the scanning capabilities you need.
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the suppliers in suggesting the right system for your needs. If you are unsure, please
simply estimate to the best of your ability.
Internally hosted systems, known as client-server systems, give greater control and deeper customization, and allow more complete integration with your existing systems. Outsourcing your hosting to application service providers (ASPs) requires less technical expertise and provides top-tier security, data backup, and small monthly bills instead of an upfront investment.
Giving access to remote employees, contractors, or vendors can really improve your business processes. Systems that offer remote access should also include multiple layers of security and variable access control, allowing you to grant some users access to only a subset of your documents.
A document imaging system needs to be integrated into your existing software systems to be efficient. The vendor you choose will help do the integration work, but some systems are more easily integrated than others. Knowing what systems you have in place will help them give you accurate information about integration timetables and costs.
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Examples: Do you prefer open-source or proprietary software? Do you have an existing document imaging system that you\’re replacing? What types of paper documents does the system need to handle? Do you have a large quantity of existing documents you need to scanned?
