6 Steps to secure electronic document storage:

Step 1: Prepare your documentation.

Documents should be relatively straight, in the order you require them scanned and free of paperclips or staples!!!

Step 2: Scan your documents.

You are free to use any TWAIN or SCSI driven scanner you choose, that said we have tested a number of scanners and offer a range of entry-level to high volume scanners. (link to hardware page)

Archivist offers the user a number of scanning options that will help enhance the quality of scanned images.

• As well as a number of standard document sizes to choose from, It’s possible to create bespoke image sizes for unusual shaped documents
• For documents printed on coloured paper, Archivist can be instructed to drop-out up to 4 colours.
• Images can be automatically rotated.
• Areas can be cropped from images.

Step 3: Indexing

Once scanned the Archivist system gives you a number of indexing options.

• Each scanned document can be indexed against as many as five distinct search criteria.
• Index fields can be set by the user and can be either alpha numeric or numeric.
• Indexing can be further sped-up and user-error avoided by creating customer codes.
• Archivist can fetch information form any Windows based system and auto-populate designated index fields, saving the user the time it would take to manually enter the same information.
• The system can also read barcodes and use the information therein to auto-populate search fields.
• Human error can be reduced and duplicate records eradicated by creating specific index field rules.

Step 4: Storage

Archivist allows the user to store the images in a number of formats and images can be saved individually or grouped as needs be. Once saved the images are securely stored within a centralised data repository.

Step 5: Retrieval

Once stored, scanned images can be instantly retrieved and viewed using one of three search tools.

• View Docs: Use the individual search criteria to search for and narrow down image searches to find specific documents. Also use unique customer codes to view images referring to that specific customer.
• View Images: Standard image retrieval tool, which allows the user to search for and retrieve scanned images via any of five search criteria.
• Search: Look within the data repository to identify specific files.

Step 6: Export

Finally Archivist of the user a number of options for distributing scanned images.

• Print, Fax, E-mail.
• Remote users can send or receive images via their VPN or web-portal
• Images can be posted onto the users or a third party website and rerieved by customers via a username and password protected link.
• Bespoke export routines can be created to send batches of images to wherever they’re required. Archivist already has export routines written for the Pallex and Palletline IT systems.

Benefits & Savings:

• Reduces office paperwork
• Eliminates time wasted searching for documents
• Reduces printing costs
• Customer queries can be dealt with instantaneously
• Ensures all important documentation is secure and available
• Easy to install and simple to use