Precision Micrographics and Imaging, Inc.

What are the benefits of document imaging?

Document imaging is the conversion of paper documents into electronic images on your computer. Once on your desktop, these documents can be retrieved effortlessly in seconds. Thousands of organizations around the world use document imaging every day instead of paper filing systems. The benefits are numerous:

  • Prevents lost records
  • Saves storage space
  • Manages records easily
  • Finds documents quickly
  • Makes images centrally available
  • Eliminates need for file cabinets

Common reasons for imaging your documents

We waste lots of time searching for documents.

Do you have an estimate of how much time is wasted in retrieving your documents? Studies have shown that professionals spend up to two hours a day retrieving the files. When many documents are needed, it's easy to get overloaded. Reducing the time wasted searching for documents is one of the main reasons many offices have installed imaging systems.

By putting a document imaging and management system on your computer, you or the people in your office can find and view any document in seconds. Of course, the search tools need to be powerful enough for the computer to know how to find the document you need. Precision Imaging's document imaging software provides the most powerful search engine in the imaging industry allowing you to instantly find the document you need. Precision Imaging Imaging can easily recreate your filing structure, using the same indices that your office currently uses.

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Our documents keep getting lost or misfiled.

Few things in an office environment can get as frustrating as knowing exactly where a document is supposed to be filed, and discovering that it's missing. Of course no one ever recalls having seen it, or knows where it is, and so hunting for that document can get exasperating. Because nobody ever removes a file when they look at a document stored in an imaging system, a document imaging and management system is an ideal central repository for your records. Even if 50 people a day need to refer to a document, they can all view the pages simultaneously, without having to worry about loss or damage to the document.

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I'm having trouble managing all my documents.

Many people don't realize the amount of effort that goes into managing a large records repository. In addition to the careful attention to detail required to make sure that documents are categorized and filed correctly, a lot of time and legwork goes into tracking down files, moving storage boxes, making photocopies and destroying documents whose retention period has expired. With huge amounts of documents and a limited staff, it's easy to get overburdened. Document imaging and management systems help alleviate this burden by allowing many of these tasks to be done easily and quickly while sitting at the computer. For example, with a Precision Imaging document imaging and management system, records can be found and copies can be printed with the click of a button. Best of all, the sheer number of demands on a file room can be drastically reduced. Since everyone in an office with a computer can view the documents they need, (assuming they have appropriate security rights, of course) they can find and view documents while sitting at their own desks without ever needing to make a single trip to a shelf or filing cabinet.

Technical note:
Depending on the rationale behind the retention schedules, it may be necessary to make sure that all backups of destroyed documents are also destroyed.

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I'm running out of storage space!

As more paper documents are filed away, additional shelf space or filing cabinets are needed. Eventually, storage space starts running low. Documents can be destroyed or moved off-site, but determining which documents won't be needed again is a difficult task.

Document imaging systems help to solve storage space problems. With the ability to store millions of pages on a single computer server, very little storage space is required. For example, a single CD can hold roughly 10,000 pages--the same as a 4 drawer filing cabinet!

Once the paper copies of a document are scanned, they can either be thrown away or moved safely to an off-site warehouse. If a copy of a document is needed, it can be printed or faxed from the imaging system with the click of a button.

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Our records aren't safe if disaster strikes.

Disaster preparedness involves the ability to recover from incidents such as fires, floods, earthquakes or hurricanes. The vital records that comprise the information, knowledge and lifeblood of an organization need to be kept secure. Often, the best way to be prepared is to keep duplicates of your records stored securely in an off-site location.

Precision Imaging's document imaging software makes it easy to store duplicates in a safe location. Precision Imaging's portable volumes feature lets you transfer your image files to a CD, along with the relevant index data. Each CD holds roughly 10,000 pages and, like a music CD, is lightweight and easily placed in a safe or mailed to off-site storage. That way, even if the entire computer system is destroyed, your database can be rebuilt from scratch from just the CDs. Duplicate CDs can be maintained in Precision's Client Media Library. Ask your sales representative for details.

Technical note:
Regularly scheduled backups should still be performed, even if duplicates of the documents are stored off-site.

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Documents aren't readily available in the office.

You may be familiar with people who decide that it's "too much trouble" to find the documents they need and who then procrastinate or don't do important projects. A document imaging system that's available on everyone's computer and is easy to use can remove that obstacle to getting documents.

A lot of work has been put into the Precision Imaging document imaging system to make sure that it is practical and useable. After 8 years in the document imaging business, we know that if an imaging system is a chore to use, people won't use it, and won't tell their friends and colleagues about their system.

We offer a system that is intuitive in design and fast over a network to make sure that whenever anyone needs a document, they can have it in seconds.

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I need to distribute lots of documents to others.

Photocopying, printing, publishing and collating documents is a laborious, time-consuming and expensive process. If any of the documents change, it's even more trouble to make sure that everyone receives and uses the updated copy. That is the unfortunate reality of distributing paper documents.

With a document imaging system that allows easy CD publishing like Precision Imaging, this process suddenly becomes much easier. By placing copies of your documents on a CD, along with a free Precision Imaging document viewer, you can distribute documents to other offices with ease.

If you only need to distribute documents within the office, a networked document imaging system, like Precision Imaging Client - Server, will make copies of documents available on every desktop without any effort at all. If you have a corporate intranet, or wish to make documents available over the Internet, then Precision Imaging's DataWeb© software can help.

Precision Imaging DataWeb© is a document imaging solution that lets you publish millions of records to the web, without needing any file conversions or HTML coding, and without requiring special client software or the latest operating system.

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I need to take my documents on the road.

When taking paper documents on the road, the weight and bulk of the files quickly adds up. And, no one in the office will be able to refer to the documents while they are out of the office. With a document imaging system like Precision Imaging, you can use your CD on a laptop using DataBridge© to retrieve documents. Since roughly 10,000 documents can be placed on a single CD, it suddenly becomes feasible to bring every document you might need with you. And everyone in the office can still access the documents.

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8204 North Lamar • Suite C-20 • Austin, Tx 78753 • 512-832-6602 • info@imagescan.com