Education Center | Definitions | Document Statistics | Image vs. Film | FAQs
WHAT IS DOCUMENT CONVERSION?
Document conversion, in general, is the process whereby paper and other documents are scanned into a document imaging system, indexed and made available to retrieve and view on a computer. Document conversion has allowed organizations to automate their document management process. There are two types of document conversion available for business opportunities:
Day-Forward Conversion
Scanning business records on a daily basis provides instant access to important information for any company. Day forward scanning, combined with simple data capture, can dramatically improve organization and distribution of information. This type of opportunity generates recurring business on a weekly, monthly, quarterly or annual basis.
Backfile Conversion
Government regulations and corporate retention policies mandate that many documents be stored in a secure fashion for lengthy periods of time. Currently these documents might be stored in a file cabinet, boxes, or at an off-sight storage facility. Backfile conversion is how many corporations, law firms and healthcare institutions are managing this growing storage and space costs. Traditionally, this type of opportunity contains greater than 100,000 pages and is a one-time conversion.
It is our commitment to design, develop and implement document management solutions that will provide more efficient and effective methods of addressing general business issues. These solutions will be implemented through the use of the conversion services described in detail within this section. A list of definitions has been provided at the end of this section to assist in understanding the usefulness of this type of document management.
WHAT IS THE DEFINITION OF A RECORD RETENTION PERIOD?
The period of time during which records must be maintained by an organization because they are needed for operational, legal, fiscal, historical, or other purposes. Records should be destroyed after the termination of the retention period.
WHY SHOULD YOU DEVELOP A LEGALLY ACCEPTABLE RECORDS MANAGEMENT PROGRAM?
A good records management program improves efficiency, provides better access to valuable information, and often saves money while providing peace of mind.
A good records management program protects an organization in case of litigation by ensuring that those records that should exist, do exist; that records that should not exist do not exist, and that records needed by your organization are readily available.
A good records management program includes adequate legal research to evaluate the myriad of rules to determine your requirements.
WHAT ARE THE COMPONENTS OF A GOOD RECORDS MANAGEMENT STRATEGY?
Meet the needs of your organization.
Follow records management principles.
Apply the law in a reasonable manner.
Determine your risk level.
WHEN CAN I LEGALLY DESTROY DOCUMENTATION?
Due to the variety of business documents, this question cannot be briefly answered. However, Preferred Imaging would be happy to assist you in gathering the facts needed to make a final decision on record retention. Please contact us via email, fax at 317-354-0681 or phone at 317-354-0680.
Education Center | Definitions | Document Statistics | Image vs. Film | FAQs
