|
Your Image is Our Image |
|
Integrated Digital Systems |
|
Government Newsletter |
|
Fires, tornadoes, earthquakes, and floods are just a few of the threats associated with vital records safety. You can add faulty sprinkler systems, careless employees, terrorism, bombs, theft, and more to the list. Ask yourself what if you did not have the records you use daily to perform your job. These threats apply to not only paper records but electronic records and their management. Today, the cost of digitizing records has dropped. Technology has gotten better and cheaper to implement the simplest to the most demanding systems. Secure sharing of information has become almost a necessity. This oversight can prove to be a fatal mistake. In a 2002 study, the research firm Gartner reported that 40 percent of small-and midsized companies that experience a sudden misfortune go out of business |
|
Now available for Microsoft XP & Vista. Integrated Document Management with secure browser interface. |
|
Most people think that merely the ability to scan documents is the most difficult and important step in providing digitization services. These are the projects that are most likely to fail or produce the inability to find documents. With the enactment of new laws governing privacy, healthcare records, and sensitive information the process should start long before a scanner is every turned on. An experienced contractor who knows what they are doing begins the process with understanding the customers business process and how the documents are accessed and utilized in the day to day business environment. Next, The contractor will document critical metadata and index schema that will best work for the customer to locate a digitized document. When arriving on customers site the contractor will first inventory all box and/or file content utilizing a File Control Sheet (FCS), re-box files in manageable NARA recommended boxes, label box contents, place a copy of the FCS inside the box before sealed and provide a copy to the customer. This process will serve two purposes 1) to validate document volume and; 2) to serve as a means to located files during the digitization process. Once boxes have been sealed and properly prepared for transport and arrive at the conversion facility they should be logged into an Arrival Log and the FCS entered into the File Tracking System (FTS) and placed in a secure area based on document classification ( i.e. Unclassified, SBU, Secret etc.). The FCS data is an index of the contents of each box that accounts for all files and associated documents. The FTS is used for document count validation and tracking of documents in the digitization process at each of the process stages. Any variation of counts in any step in the process should be immediately investigated to maintain process integrity and continuity throughout the process. |
|
To remove your name from our mailing list, please click here. Questions or comments? E-mail us at sales@idsscan.com or call 800-283-0999 |
|
A Vietnam Era Veteran Owned Business |
|
Visit our web site : www.idss.net |
|
Improving business processes and increasing productivity are fundamental concerns for any public organization. In an increasingly strict regulatory environment, managing documents and records divert significant time from an organization's mission-critical objectives. Most governments are still struggling with vast amounts of paper and vital records and their storage. |
|
· Maryland School for the Deaf · Cohen & Burnett · Town of Vienna · National Guard Bureau · Gloucester County IT |
|
Fujitsu Scanners, EDMS Software & Scanning and Consulting Services available on Contract GS-00F-0006P |
