Imaging is a process which converts paper-based documents into a digital format using scanners and associated technologies.

Imaging is one of the many techniques used to introduce records into a document management solution environment.

Document imaging is now feasible for any organization due to the high level of improvements in both hardware and software.

Imaging creates an environment which increases the accessibility of your information and the productivity of your workforce, while limiting your organizations exposure to security violations, document loss, or disaster.

Therefore, imaging is a strategic business technology.

Imaging results are best demonstrated and achieved when your workflow is redesigned or streamlined to effectively exploit modern technologies.

Technical expertise is necessary to design and implement a personalized imaging system. However, the most important component to a successful imaging solution is a sound business strategy.

The strength of a rivusglobal imaging solution is its flexibility of design. Our team can respond to and support diverse strategies.

We ensure Imaging produces documents that are scanned at a resolution offering a readable and printable replica that will retain signatures.

• How often are records requested?
• What turnaround time do people expect?
• What savings will be achieved in a paper-"less" environment? i.e. retrieval-time/distribution- time/materials

Imaged documents will allow for simultaneous, rapid access to frequently requested or used information in document format.

Proper records retention procedures ensure that documents are available for legal purposes.

• concerns such as intellectual property
• e-mails and other documents which hold legal value

There is widespread legal acceptance of electronic document copies now.

• Storage space is at a premium for most organizations. Shrinking costly floor space will result in long-term savings.
• Reduce your document supplies and document distribution costs.
• Reduce your exposure to document loss or disaster.

• The need to preserve high quality documents in paper format for future generations.
• Documents with high research value.

The process of using imaging technology to bring documents into a document management environment is called document conversion, or backfile conversion.

Choices must be made in conversion design and planning regarding the selected documents, file organization, and indexing.

Processing decisions made during the design of your document management solution will directly affect the performance and usefulness of the solution. A proper conversion will result in significant cost savings and improved performance.

• What documents should be converted?
• How should the documents be organized and indexed?
• Where and when should the conversion occur?

The final selection of documents which require conversion will depend upon:

• document access and distribution values of backfile documents
• records management practices in your industry
• regulatory requirements
• others...

In order to best serve our clients, rivusglobal.com seeks advice from your records management staff and your organization's financial and legal advisors. If your organization is doing business in a regulated environment, you must ensure your document management solution complies with these standards.

Indexing:

Indexing is a method used to prepare digital documents for rapid storage, searching, retrieval, and management, using file conversion methods and character recognition technologies such as OCR (Optical Character Recognition).

In the evolution of information management, organizing or categorizing information (taxonomy) has proven to be an extremely efficient and productive way for end users to not only find, but also to discover the information crucial to enterprise productivity.

An effective solution must order documents into relevant categories.

Properly designed document classification dramatically improves search and retrieval results.

A taxonomy should focus on your real-world business activities, be easy to manage, and inexpensive to use.

rivusglobal will work with you to provide content that is meaningful to your staff.

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