Activity or Characteristic
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Paper
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Micrographics
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Document Imaging
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Document capture
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Documents placed in folders
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Photographic image(s) made on film using a camera
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Digital image made using a scanner
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Cross-filing to provide access to multiple "keys"
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Physical copies made and filed in appropriate folder(s)
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Paper or computer-based index made containing "map" of keys to image
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Computer-based index made containing "map" of keys to images
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Retrieval of images for use
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Go to file room, find folder, remove (put out-of-file card in file; either make copy and replace folder, or, use folder then replace
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Search index or ascertain correct roll or fiche; go to film storage area; extract film and place in viewer; advance to frame and view; make print if desired
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Enter search key into retrieval program; view image on computer screen; make print if desired. Supports simultaneous access by multiple users and applications
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Time required to retrieve images
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Hours to days to weeks
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Minutes to hours to days
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Seconds
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Send image to another user
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Make copy, if required, and send via inter-office mail or hand-carry
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Make paper copy and send via inter-office mail or hand-carry
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Enter user name (or choose from menu) into retrieval program; system send electronically (e-mail)
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Time required to send images
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Hours to days
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Minutes to hours
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Seconds
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Storage density (documents per cubic foot or meter)
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Low (hundreds)
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Medium (thousands)
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High (tens of thousands to millions)
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Potential for misfiling or losing documents
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High
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Lower
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Lowest
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Impact of existing computer infrastructure
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None to very low
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None to low
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Potentially high
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Impact of introduction on existing work methods
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None – this is usually the status quo
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Little to moderate (especially if film quality is poor)
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Potentially high particularly if work flow implemented and work process are reengineered
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Cost for storage
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Capital: moderate; Operations: high; Labor: low
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Capital: low; Operations: moderate; Labor: moderate
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Capital: high; Operations: low; Labor: low
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