Document Imaging Frequently Asked Questions

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What You Need to Know

If you are looking for a way to streamline your office files, you need a document imaging system that will fit seamlessly into your daily workflow. But before you start getting quotes from vendors, it’s a good idea to be an informed buyer. Buying a document imaging service isn’t simple. You have lots of options and features to choose from. Depending on the specific needs of your business, you may or may not need to pay extra for all the bells and whistles.

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Scan our list of most frequently asked questions on DIS to help you make an educated decision.

What Is Document Imaging?

DI is a method of digitally filing your documents and managing the content of those documents. Not only can you archive and retrieve files, but document imaging also makes it easy to access those files.

What Is a Document Imaging System vs. a Document Imaging Service?

A Document Imaging System refers to the hardware and software that is used to store and organize files.
Document Imaging Services are provided by a 3rd party that will aid in the management of your files. With a DI service, you do not need to purchase the hardware or software, as it is provided by the service.

How Does Document Imaging Work?

Paper documents are scanned and filed electronically. Storage is either on-site or cloud-based. Once the information is electronically filed, anyone in your office can easily view, retrieve, and edit (even remotely) the files.

What Are the Benefits of Document Imaging?
  • Streamlined workflow
  • Efficient document management
  • Savings in time and money
  • More office space
  • Disaster recovery

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What is OCR?

OCR stands for Optical Character Recognition. Characters on the page (either typed or written) are recognized by document imaging software.

It depends. If you plan on utilizing self-hosted storage, a document imaging service provider can help you determine how much space you need. If you choose to utilize cloud-hosted services, your storage capability is unlimited.

Who Maintains a DI System?

Your DI service provider will maintain your system. They will update the system as needed and train your staff on how to utilize the system.

Why Digital Document Storage?

It improves find-ability and keeps your files secure. It adds an additional layer of security against theft or damage. Also, digital management is the easiest way to maintain HIPAA compliance.

Can I Keep My Original Documents?

Yes. You can always keep the original paper documents, but remember that your paper files will take up office space. Most DI services offer shredding services for safe, proper disposal.

Is a Document Imaging Service Affordable?

Yes. When you factor in the time and workforce that is required to keep your files organized and sorted, it often makes more financial sense to outsource your document management. Accessible files increase your employees’ productivity and your profits.

Learn More

For more detailed information on Document Imaging, read our DIS Buyer’s Guide.

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