Imaging
refers the process used to store documents digitally. It is done through
scanning a document and saving it electronically. Imaging gives businesses the
medium to organize and manage information effectively and efficiently. Imaging
transforms data and makes it available electronically. Having data saved in
electronic/digital format makes it easy to search data.
There
are companies that are adopting in-house imaging techniques and then, there are
others that are roping third-party
service provider to do the job. This decision of
companies is often determined by factors like cost of the solution, image and
indexing quality required, whether the files are primarily historical or
active, level of trust in outsourcing service provider and in-house staff and
the significance of demonstrating compliance
with regulations. Companies that have experienced and proficient IT
staff and managers with clear vision often opt for internal resources to meet
their needs of document imaging. On the other hand, there are companies with overburdened
workers, substantial amount of archived files and/or restrictive budgets, such
companies may outsource the job of document imaging. There is also another
option, which is often termed as a good alternative for companies that desire to
keep their imaging projects in-house, but lack the essential human resources:
in-sourcing scanning and indexing services. In such scenario, a company can
invest in buying document imaging software and scanning equipment to meet long-term
needs and recruit people to scan and index back files and manage high-volume
projects. Since employees are recruited for short-term jobs, it provides a suitable
response to the query regarding what is supposed to do with the extra staff
after documents are scanned.
Sometimes
the best solution to convert files and documents into electronic format involves
all three options: in-house imaging for active files, outsourcing for archived
files and in-sourced services for large projects or to relieve overstrained
staff.
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