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Introduction to Imaging





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Imaging, in its most basic form, is simply creating an electronic version of a piece of paper and storing it on a computer. This is accomplished by using a device called a “scanner” to take a picture of the document and convert it into a format that can be manipulated on a computer. The usefulness is enhanced when the scanned image is assigned a purposeful name--or indexed--and then stored in a manner convenient for retrieval. The benefits to an organization occur when this process is scaled up enterprise-wide.

Enterprise Document Imaging takes this simple process and integrates it seamlessly and cost-effectively into an organization’s business processes. An enterprise-wide implementation allows everyone who interacts with a document to access and share it instantly and concurrently. Data from documents are also linked with existing records allowing for effective organization of related documents, quick retrieval, and electronic routing for necessary approvals. Important documents are just a click away!

The University’s implementation, ImageNow, is a comprehensive imaging and document management system. Documents can be scanned or captured in their native format such as Microsoft Office files. They can be linked with records automatically at scan time or manually in a single-click process. These documents can be routed automatically or manually depending on the needs and business processes of the department. They can be retrieved by simply launching the ImageNow application.


     Despite many years of moving towards the ideal of a paperless office, many business functions continue to require paper. Paper archives must be searched, paper forms must be filed, and paper correspondence must be saved, in addition to many other tasks. Unfortunately, paper creates difficulties. Searching for paper files takes longer than searching for electronic documents, paper files can be left on a desk and forgotten, and filing cabinets take up increasing amounts of space. If those paper documents were stored electronically, then we could also use some of the benefits of computer storage, such as nightly backups so that in the case of disasters, we can get all of the documents back.
     Document Imaging is designed to take the paper documents that are currently part of your business process and convert them to electronic documents that are easier to use in your daily work. Generally this is done by using a scanner. Scanners take pictures of paper documents and convert them to an electronic format that can be stored, viewed, and transmitted between computers easily.
     By using scanners and software tools we are able to take the paper documents that are taking up space in your office and on your desk and convert them to electronic documents that can be found easily, shared quickly, and stored reliably. How does all this work? Talk to our implementation manager about setting up a demo to find out!

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