What is Imaging?
Imaging is the process of converting existing paper documents to unalterable electronic images.
Typical offices generate thousands upon thousands of individual paper documents monthly, which are stored physically in filing cabinets. And many businesses are required to retain these files – often confidential – for periods of time ranging from years to indefinitely.
There are several inherent problems with this type of system:
PHYSICAL SPACE
As the record count builds, the physical space needed to house them expands, and at some point it begins to overtax the available office space. Some businesses must resort to "warehousing" documents off-site at additional cost and with less security.
RETRIEVAL
Locating specific documents from physical systems is both time- and labor-intensive. And the chance for human error increases with each new file added to the system. Misfiled records may become next to impossible to find.
FileMax™ solves these problems, and more. Electronic documents are unalterable images of their original counterparts. Encrypted for maximum security and protected via username and password, they are housed on servers and can instantly – and easily – be accessed over the Internet by any number of users simultaneously.
Electronic documents can be viewed, copied, faxed, e-mailed or printed as necessary. Updated information can be overlaid on any document without altering the original in any way. New documents – whether created by computer program, e-mail, fax, or scan – can be archived automatically and retrieved at any time via a number of search options, including simple text search. Best of all, these files can never be misfiled or lost.