FAQ
What is document imaging and Electronic Document Management?
Document imaging is the process of capturing, storing and retrieving
paper-based documents in an electronic format, often delivered on "write
once" media, like CD-ROM or DVD. Typically, the media data is provided in a
format that can then be loaded into a retrieval solution. From there secure
access to users can be provided from literally any location in the world.
This is generally referred to as Electronic Document Management (EDM).
When managing information, we must also take into consideration the ever
growing amount of electronically generated documents. As defined by AIIM, Enterprise Content Management (ECM) is the technologies used to capture,
manage, store, preserve, and deliver content and documents related to
organizational processes. ECM tools and strategies allow the management of
an organization's unstructured information, wherever that information
exists.
What are the benefits of document imaging?
Some of the benefits include:
- Provides immediate access to documents.
- Assists with regulatory compliance such as HIPAA and Sarbanes-Oxley.
- Improves service to customers.
- Reduces costs for retrieving information.
- Increases productivity.
- Provides immediate disaster recovery benefits.
- Addresses business continuity concerns.
- Improves information sharing.
- Facilitates better decision making.
- Reduces costs associated with copying and transporting documents.
- Enables improved information sharing.
If eMerge scans my documents for me, how does that work?
eMerge maintains a secure production facility and will scan documents at the
intervals that you require. This might include scanning on a quarterly or
annual basis. If needed, we scan documents every day for many customers as
an extension of their own internal operations. We offer all of the services
that you might need including but not limited to:
- Pickup and delivery of documents
- Document Preparation
- Scanning
- Data Indexing
- Media Creation
- Secure Document Destruction
- Convenient, secure transmission of the information to your servers or to our
hosted EDM solution, ImageSilo.
Once we have completed any scanning work for you, the documents can be
returned to you or we will destroy them for you after receiving your written
permission. We never retain any information that belongs to you unless it is
a part of the service that we are providing for you.
Once eMerge scans documents for me, how will we retrieve these documents?
eMerge offers several cost effective retrieval options to choose from. We
offer these options because every organization has different cultures,
infrastructures, budgets and specific operational needs that can't be
fulfilled by a single solution. We work with you to better understand your
current situation. This allows us to recommend right the solution for your
current needs. Our options are designed to assure that any company, large or
small, can start to immediately achieve the operational cost savings and
competitive advantage that EDM technology creates – with very modest or NO
capital investment.
How do we determine how documents will be retrieved?
eMerge will assist you in determining the best retrieval methodology for
each project or document category that is scanned. We begin by first
understanding the underlying business process and then determining the
optimum indexing schemes to be used. We are often able to identify new ways
to improve the business process and further reduce costs through the
execution of this process. Our production software offers the ability to
minimize the cost for indexing using such tools as bar code technology,
double key verification for critical data fields, or linking to data that
that already exists in your line of business applications.
What about the confidentiality of my documents?
eMerge maintains a secure facility to assure the security and
confidentiality of your information. We consistently update our internal
controls. During the 20 years we have been providing scanning services to
our customers we've fine tuned our internal controls. We take client
confidentially very seriously and have never had any breach of security. Our
clients include healthcare providers, government and education agencies,
private companies, non-profit organizations and large corporations. As
technology continues to evolve, we often send data to our customers
electronically. When we do, we insure that these data transmissions are
secured. Each member of the eMerge staff understands the importance of
confidentiality and has entered into a legally binding non-disclosure
agreement.
What kinds of documents should be considered for imaging?
Basically, any business documents that you
have can be imaged. Some documents may be considered for imaging because of
the long term retention requirements and the cost reductions that can be
achieved when these paper records are ready to be accessed, stored and
maintained electronically. Documents with short life cycles may also be
considered for imaging, especially in the interest of improving access to
the information or to improve customer service.
Typically, the following document types are strong initial candidates for
imaging:
- Conversions of existing microfilm records to digital
- Accounts Payable, Accounts Receivable
- Human Resources, legal department documents
- Contracts
- Report Files, Customer files
- Sales proposals
- Credit Files, Engineering reports and drawings
- Lab Reports
- Loans, Mortgages
- MSDS sheets
- Medical Records
- Publications, QC documents
- Rare documents
- Signature Cards
- Real estate
- Technical Reports
What about our electronic documents created in Word and Excel? Can I manage
these documents as well?
Yes. We highly encourage a strategy that takes into account both the paper
and electronic sources of information. We convert microfilm images for
customers and also put this important information in to our retrieval
software for our customer. An EDM solution is really incomplete without
consideration for electronic documents. The basis of an effective EDM
solution is to create one place where everything can be maintained and
retrieved. In that way, we can immediately receive the benefit of reduced
time spent locating information. eMerge solutions assure that your
documents, whether scanned or electronically generated, can all be
maintained in one convenient, secure repository.
What equipment do I need if I do my own scans?
Scanning is certainly becoming more prominent in the business place. eMerge
provides all of the hardware and software needed to quickly scan and
retrieve your business documents. Typically, any adequately maintained PC
infrastructure would be able to accommodate today's scanning technology. The
equipment required would vary depending on whether a centralized or
distributed approach to scanning is taken. Generally, the only hardware that
is needed is a document scanner that will accommodate the required daily
page throughput. If a scanner high speed production scanner is purchased,
the best results will be achieved with a PC that is able to support the
image processing demands that the hardware will create. CD/DVD burning
hardware is typically needed as well.
If eMerge hosts my documents, what happens if I don't want to host them any
longer?
The Saas (Software as a Service) model is quickly becoming the way that more
companies, both large and small, can get technology solutions in place with
no capital investment, no deployment costs and very little IT involvement
required. eMerge believes that earning your business is something that we
need to do every day. If we have not done that well, then you should always
have the choice to pursue other options without having your information held
hostage. Whether scanning of paper records is done by eMerge or by you, your
information always belongs to you. If you choose to not use our hosted
service after a period of time, you will not have to make special requests
or pay any additional fees. How do we plan for that? A typical EDM
initiative includes creating of CD media that is maintained by you as a
disaster recovery copy – that means your information is always in your
possession.
Does eMerge use proprietary formats with the technology they provide?
The days of proprietary software are soon becoming a thing of the past.
That's as it should be. eMerge is of the mindset that your business should
be earned and if not enough has been done to earn and maintain your
business, that you should have the option to go elsewhere without penalty.
To that end, all of the scanning that we do and the retrieval systems that
we provide and maintain have an open architecture. Just as scanning is a
conversion of paper to electronic, some day that electronic data will be
converted to the next generation of technology. We keep an eye on that
horizon for our customers by assuring non-proprietary technology solutions.
What if I already have imaging software? Can
eMerge still help me with scanning?
eMerge has the ability to provide the images and associated metadata in any
format needed to bring them into literally ANY other existing software. We
do this on a regular basis. The process is transparent for those customers
who require daily scanning.
How much will this cost me?
We would never venture an estimate without understanding what your specific
needs and goals. We would rather focus on the better, more positive question
which is "How much is this going to save us?" Understanding the difference
in dollars between both of these questions is where ROI can begin to be
understood. eMerge will meet with you to identify your specific needs and
identify business processes that could be improved through the use of
document management technology and imaging. eMerge offers a free one hour
consultative visit. Visit our Contact Us page to sign up.
I'm not sure about this technology and specifically what eMerge has to
offer. Can I take a test drive?
Absolutely. We encourage it as a necessary part of making sure that the
technology that you will purchase actually "fits" and does what you want it
to do. We offer 30 day demonstration licenses for all of the software that
we sell. During that time you have full access to the same functionality
that you have when the products are purchased. Samples of your business
documents can be scanned and indexed for a demonstration of the document
retrieval software, which is the most critical component of any EDM
initiative. Many times this particular approach is the most effective method
for teams who are evaluating several software products.
I have imaging software now. Can we convert those documents if we buy your
software?
In almost every case, previously imaged documents can be converted to the
newly installed eMerge solution. eMerge has converted data from numerous
other formats, including proprietary formats this is an area that requires a
review of existing systems to determine how the conversion can be achieved.
We help to make conversions quick, painless and cost effective.