1. RECORD MANAGEMENT
A. PAPER STORAGE:
B. MEDIA STORAGE.
II. DOCUMENT MANAGEMENT:
What is Document Management?
E. DMS ON-LINE
A. PAPER STORAGE:
1. What is Records Management
Records management is the practice of maintaining the record of an organization from the time they are created up to their eventual disposal. This may include classifying, storing, securing, and destruction ( or in same cases, archival preservation) of record.
2. Why is Records Management Important?
There are many reasons -- legal requirements, open records requests and litigation, disaster recovery, lack of space, and backup of vital records.
3. Why should I store my records off site?
Storing your records off site has a number of advantages
1. Security. Our facilities are equipped with the latest fire suppression and counter intrusion security systems, and video surveillance and are guarded by security guard for 24 hour. Security screened, highly trained employees wear photo ID badges. Sign-in protocols ensure that records are only acssesed by those who have authority. Strict in-transit procedures ensure safe transfer of records between locations.
2. Flexibility. You select the level of service and set the access criteria. We can also create customized reports to suit your needs.
3. Secure chain of custody. Proven technologies ensure optimum security, flawless tracking, and a seamless flow of information. Our online records management system provide, real-time inventory information and control.
4. Custom solutions. We offer packing, repacking, indexing, and database conversion to help you manage your records.
4. Who will handle my enquiries?
A dedicated team of record officers and the record centre manager will be on hand to deal with any requests or enquiries you may have and provide you with a full and comprehensive record management service.
5. How are my records stored?
Customer's records are packed in a carton box and stored on industrial-strength steel racking to maximize space. Every box that is in Indoarsip can be retrieved in an orderly manner.
6. Is there racking designed for records storage?
Indoarsip has racking specially designed for maximum protection and efficiency.
7. Do you have pickup and delivery service?
Indoarsip is a full-service records center that can accommodate all of your pickup/delivery requirements. Same day, next day and emergency services are available.
8. What if I need something back?
If you require anything from a box or an entire box, a simple phone call, E-Mail or fax by your authorized person with the box number information is all we need. A member of our staff will then contact you when the box is expected to arrive. Your authorized person can also request your box from our on line retrieval service and monitor the progress of delivery from this service.
9. How fast can we get our records and will you retrieve them for us?
Same day delivery service is available for items requested before 10:00 a.m. at your regular rate. Requests made after 10:00 a.m. will be delivered the morning of the next business day. For emergency service, the request will be delivered within 3 hours. In addition, we can set specific days for your delivery schedule (e.g. weekly, monthly, or quarterly.
10. How safe will my data be during transport?
Your record will be collected from your business premises by our record centre collection teams. These members of staff are uniformed, for identification purposes.
11. Are there third-party delivery companies involved?
No. Using non-bonded/non-professional couriers or taxis leaves your data open to too many variables, so Indoarsip uses only its own fleet of vehicles and security-screened and insured drivers. Our integrated service also maintains the chain of custody and provides a comprehensive audit trail.
12 . Can we use our own boxes for storage?
Yes. In addition, we sell boxes that are made specifically for the storage and transportation of records. These sizes are designed for maximum utilization of space as well as ease in handling. Customers are welcome to submit their own boxes for storage provided that they are in average condition.
13. Is there a facility for me to come, retrieve our records and work on your
There is a room facility available to all of our customers who wish to come, retrieve their record and work. This room is book able and 24hrs notice must be given for site access and security purposes.
14. What is the Records Retention Schedule?
Record Retention Schedule is the indication of how long records must be kept before they are destroyed, confidentiality of records, and whether records are considered vital to the institution.
15. How secure will my records be?
Firstly the building itself has an intruder alarm system, which includes:
Acces Card control on the storage building.
P.I.R. (Passive Infra Red) movement detectors, that are strategically placed throughout the entire building
16. Is there fire protection?
The storage is designed specifically for record centre which the possibility of fire has been taken into consideration. Smoke detection and heat detection are installed on all the storage area. All storages are equipped by portable fire Extinguisher. We have a fire hydrant station with automatic jockey pump. The fire station, situated less than 15 km away. We have a fire fighter team which exercise the fire drill every year guided by local fire fighter institution. The record centre is strictly a no smoking premises.
B. MEDIA STORAGE
1. What do you provide ?
Indoarsip is dedicated to provide the ultimate protection to your computer back up tapes, media tapes, vital business records, film, source code and original documents. We have a highly trained staff, as well as extremely secure facilities that are housed in actual vaults. Most importantly we have a long standing commitment to serving our customers and communities.
2. Why should our Company store off-site ?
We live in an electronic age. For most of us this is an exciting time. With the dawn of this new age comes responsibility. In today’s world, maintaining business continuity is of paramount importance. Your back-up media and other special items require protection from dust, heat, and humidity, as well as safekeeping from fire and water damage, theft or loss. That is why off-site storage should become an integral part of your company’s continuity program. Our off-site vault is equipped to handle all of your special requirements including daily, weekly or monthly rotation schedules. This facility is ideally suited for computer back up tapes, media tapes, vital business records, film, source code and original documents.
3. What are vital records ?
Vital records are defined as records containing information essential to the survival of an organization in the event of a disaster, since they document an organization's legal and financial position and preserve the rights of employees, customers and stockholders.
There are two types of vital records:
Emergency operating records - Records essential to the continued functioning of an organization during emergency response activities and after an emergency to ensure the continuation of the organization.
Rights and interests records - Records essential to the protection of the legal and financial rights of an organization and of the individuals directly affected by the organization's activities.
4. What are the benefits by keeping our backup computer media with Indoarsip ?
The benefits are :
a.You will know exactly where it is and will be able to get it returned to you when you need it.
b.You will always be able to retrieve your backup media to get your operations going on.
c.You can rest easy knowing your media is always safe and available.
d.You can count on us to exceed your expectation.
5. Isn't this just one extra expense no one needs in today's cutthroat economy?
Services which increase the protection of vital records should be viewed as an investment, not an expense like some other
6. What are the benefits of Data keeping in a vault
Corporate officers are now ultimately responsible for protecting their organization's vital records. Companies must be aware of the many physical forces that can damage, if not completely destroy their data, and take steps to protect themselves from these potential threats. It doesn't take a catastrophic fire to destroy computer media and other valued records; fluctuation in temperature or humidity, dust particles and UV light can be just as dangerous and ultimately as devastating.
Extend the Life of Media
Computer media is not permanent. Media such as CD-ROMs, data tapes, and microfilm last only about five to eight years if they are not stored in the proper environment, and companies are often legally obligated to keep records much longer. The lifecycle of electronic media can be increased by three times when properly stored in a data vault.
Disaster Recovery and Backup of Data
In addition to providing day to day security and backup for servers and data, a data vault protects against data loss in the event of a disaster. When a disaster does strike in the form of catastrophic fire, natural disaster or other event, protecting mission critical data gives organizations the foundation upon which they can rebuild their operations and minimize costly downtime.
7. How good is your vault against fire ?
Our competitors are using a vault fabricated from sheetrock which can withstand a fire for about seven minutes, or they are using a concrete vault which can withstand the flame for 30 minutes. However , Indoarsip Vault, constructed with a high temperature-resistant, ceramic insulating fiber, structural steel and mesh, can hold off a fire for four hours. The thermal break between our vault’s double door construction strengthens the heat barrier.
8. Why should I use vault - won't a standard metal filing cabinet protect my
This thinking is erroneous and potentially dangerous. Paper is destroyed at 400 degrees Fahrenheit. Most structure fires are many times hotter than that. A metal filing cabinet won’t protect the contents inside. Computer media requires a higher level of protection than even a fireproof file has.
Computer media needs to be protected from temperatures above 125 degrees and humidity must be kept below 80%. This requires a data safe or media vault
9. Do you provide container box for the media?
All the digital media are stored in our iron container (L X W X H) 45 X 26,5 X 31 cm and locked with the combination key set by the customers, therefore their secrecy are guaranteed.
1. Why stored records be destroyed on a regular basis?
Every document eventually outlives its useful purpose. And retaining them too long can put you in jeopardy of non-compliance under the privacy legislation.The period of time that business records are stored should be determined by a retention schedule that takes into consideration their useful value to the business and the governing legal requirements. No record should be kept longer than this retention period.
By not adhering to a program of routinely destroying stored records, a company exhibits suspicious disposal practices that could be negatively construed in the event of litigation or audit.
By destroying records according to a set schedule, a company appropriately limits the amount of materials it must search through to comply with the law. From a risk management perspective, the only acceptable method of discarding stored records is to destroy them by a method that ensures that the information is obliterated. Shredding is the safest way to ensure that documents are completely destroyed and environmental friendly. A Certificate of Destruction which documents the exact date and method used is not only prudent but a legal requirement.
2. Why should we use third parties to secure document destruction?
Rather than trying to manage the issue of secure document destruction in-house, using Indoarsip offers your organisation the following advantages:
• Reduced cost
• No shredder capital outlay or ongoing maintenance costs
• No post-shredding cleaning costs
• No wasted wage expenditure
• Complete secure destruction process
• Indoarsip staff are security-bonded and police checked
• Indoarsip receptacles are locked and chained prior to destruction
• Indoarsip vehicles are clearly signed, satellite tracked, locked & alarmed
• Indoarsip clients receive certification as guarantee of destruction
• Using Indoarsip is no charge. This is 100% cost free
3. We have an in-house office shredder, so why would we outsource?
It's much more cost-effective to deal with it. Time is money, and the time your employees spend separating paper, removing paper clips and staples, and doing the actual shredding is time that could be spent on more profitable business pursuits.
Installation of a shredder, as well as labor, maintenance and disposal costs are usually much higher than expected (not to mention the noise, mess and dust produced by an office shredder). Common sense dictates that payroll information and materials that involve labor relations or legal affairs should not be entrusted to lower level employees for destruction. But beyond that, competition sensitive information is best protected from them as well. It has been established, time and again that employees are the most likely to realize the value of certain information to competitors. And, lower wage employees often have the economic incentive to capitalize their success on it. The only acceptable alternatives are to have the materials destroyed under the supervision of upper management or by a carefully selected, high security service.
4. Where do we store confidential materials which are waiting to be shredded?
We provide our customers with locked security bins, free of charge, to safely store confidential waste before it is shredded. Designed to be conveniently sized and subtly shaded so that they blend in with any office space, our locked security bins are placed in convenient locations throughout your workplace. Within these bins sensitive materials are stored in specially designed security bags.
5. Who needs document destruction?
Any organization that keeps sensitive records, including personnel and payroll information, needs a secure way to destroy documents that are no longer needed. These include:
• Small businesses
• Personnel and payroll
• Product development
• School districts
• Private and parochial schools
• Colleges and universities
• Brokerage firms
• Financial planners
• Banks and credit unions
• Mortgage companies
• Medical centers and clinics
• Adult care and nursing homes
• Clinics and treatment facilities
• Doctors’ and dentists’ offices
• Non-profits and charities
• Law firms
• Accounting firms
• Retail businesses
• Grocery stores
• Mail, phone, and Internet marketers
• Any operation that has employees or accepts credit cards
6. With fewer than 10 employees, does it make sense for us to outsource
You bet. Small organizations have such limited personnel resources, they may need to outsource shredding more than larger companies. Indoarsip provides you with the most secure, efficient, and cost-effective way to protect your information. And even for companies with fewer than 10 employees, we provide free locked security bins. Whenever you fill it up, even if only once a year, call us and we'll arrange for prompt pickup.
7. What types of documents, records, and data must be destroyed?
Anything of a private or confidential nature should be securely destroyed, including:
• Financial records
• Personnel records
• Patient records
• Client records
• Cancelled checks
• Credit card receipts
• Internal directories
• Computer printouts
• Advertising misprints
• Maps and blueprints
• Inventory lists
• Confidential letters
• Fax records
• Payroll records
• Legal documents
• Accounting records
• Customer lists
• Medical records
• Lottery tickets
• New product proposals
• Competitor information
• Internal memos
• Old business records
• Price lists
• Financial forecasts
• Marketing plans
8. What type of document destruction do you offer?
Our state-of-the-art shedders use cross-cut shredding technology, which breaks up your confidential materials into confetti-sized pieces, cut to approximately 10mm. This process of crosscut shredding offers greater security than conventional strip-cut shredders, which can leave important information visible even after shredding. In contrast, our confetti-sized pieces cannot be reconstructed, ensuring total destruction of your confidential documents.
9. What if I only need to use your services as a one off or just for an annual
That’s no problem at all. Whatever your requirements, from daily shredding services to annual purges, we can meet your needs with the highest standards of security and compliance.
10. Doesn't it cost a lot more to use a document destruction company?
Our service is No Charge. This is 100% cost free.....no need to purchase and maintain equipment, no potential safety hazards and most importantly, no wasted time shredding each month for you and your employees....those minutes each day and hours each week add up. With our service, you’re free to perform the really important work you do.
11. How long will it take for Indoarsip to shred the material collected from my
Standard operating procedure practice dictates that all media is destroyed within one week of acceptance. Indoarsip destroys all material the same day of acceptance or the following day if the material is delivered to our facility late in the day. All material is shredded within 24 hours of collection.
12. How much is size in an hour?
At our off-site state-of-the art shredder facility, we can shred 1,000 kg per hour.
13. What size shredding jobs can Indoarsip handle?
No job is too big or too small for Indoarsip. We are flexible and can respond to the shredding needs of any company. Our services include a one-time clean out for those companies who have documents stored away, or a regular scheduled weekly, bi-weekly, monthly, or quarterly service for those companies who consistently dispose of confidential data. We are able to cater to any needs your company may have, and are willing to work with you in order to provide the service that works best for your company.
14. Why use a shredding service instead of recycling?
Security. Recycling plants have no guidelines pertaining to the security of confidential information. Workers, janitors, or anyone else on the facility typically have access to the paper to be recycled. In order to make sure that your business’ information does not get into the wrong hands, shredding is the safest, most secure way to go.
15. How Do you destroy records stored in your record centre when it is expired?
When your records reach the end of their retention period the record centre will issue you with a destruction list, enquiring whether you want the archives destroyed or kept for longer. All destruction list must be signed authorised and returned to the record centre, we will not destroy any record without signed authority to do so. When the authorisation process is complete the record are then extracted from our shelves and securely shredded by our disposal
16. What happens to our material once it's shredded?
Once your confidential documents are shredded, 100% of the paper is put into bales, recycled, and reused. At Indoarsip we are dedicated not only to the secure destruction of your data, but also to the protection and preservation of our environment. The paper we shred at Indoarsip becomes recycled products such as toilet paper, paper towels, napkins, dispenser towels, facial tissue, notebook paper, food service and bakery bags, and many other useful recycled products.
17. Do I have to remove rubber bands, staples, paper clips, and other types of
fasteners before I put documents to be shredded into the provided
No. Unlike office shredders which require the removal of all staples, paper clips, rubber bands, and other types of fasteners, at Indoarsip our shredders are equipped to shred anything designed to hold paper together. With Indoarsip, there is no wasted time sorting through stacks of paper to remove staples, etc. Just put your confidential documents in the provided container as is and we will take care of the rest.
18. Can I witnessed the destruction of my information?
Of course. You are always welcome to visit our facility and watch as your materials are destroyed. Or if you prefer, we can provide you with a VCD or photos of the destruction.
19. What proof do I have that our materials were actually destroyed?
Indoarsip provides clients with a written Certificate of Destruction confirming the date, time, and amount of sensitive/confidential material and documents that were shredded. The Certificate is a legal document that certifies that your records were destroyed.
20. How secure is your destruction facility?
Yes. All of our shredding takes place in a secured and caged environment to ensure maximum security. The contents of your locked security bins are transported in a sealed security bag to our warehouse. There they are deposited directly into our specially designed crosscut shredders. Every step of our process is monitored for your security. What's more, our facility is covered by security video cameras, and recordings of your documents being destroyed are always available.
21. Do you conduct background checks of your employees?
Absolutely. All our employees have signed confidentiality agreements. This agreement clearly states the termination and legal consequences of violating the terms of the agreement. In fact, everyone who handles your documents at any phase of the process, from pick-up through destruction , has passed a strict criminal background check. In addition, every employee has also signed a confidentiality agreement.
22. Does Indoarsip provide locking bins for my company to store confidential
materials until we are ready for a pickup?
Indoarsip does provide locked bins in which your company can store confidential documents until pickup. We offer professional looking, locking cabinets with a convenient paper slot to slide papers into.
23. How often are the bins emptied?
Pick-up and destruction services can be regularly scheduled or on as-needed, on-call basis.
24. What happens if our bins is full before the regularly-scheduled service time?
Just call and we’ll be happy to organize an extra collection for you. If you find that you’re often filling your bins before the next scheduled service date, we can provide you with additional security bins or alternatively increase the frequency of your service.
25. What if the bins at my company’s facility are full before the scheduled
Not a problem. Just give Indoarsip a call and we will be more than happy to provide any service that your company might need. We are flexible and our number one priority is servicing the customer. We are able to schedule pickups whenever your company might need one, and are equipped to make pickups the day after your call to Indoarsip.
26. How am I able to determine our environmental contribution?
Indoarsip is an environmentally-conscious company that takes recycling very seriously. Each year we provide our customer with an Environmental Certificate indicating the number of trees saved by using Indoarsip.
II. DOCUMENT MANAGEMENT :
What is Document Management?
Document Management is the process of handling electronic / digital documents in such a way that information can be created, shared, organized and stored efficiently and appropriately. For many businesses, the focus of document management is on the organization and storage of electronic / digital documents. They want to be able to store documents in an organized and secure way that still allows documents to be found easily.
1. What Is the document imaging?
Document Imaging is a process by which a document (primarily on paper, although any medium can be used) is converted from a human-readable format to a computer-readable digital image file. A digital image consists of pixels (picture elements or tonal values in binary code) arranged in columns or rows. The number of pixels per inch determines the image's resolution (clarity and definition of the image expressed as height by width in pixels for image files or as dots per square inch (dpi) for prints).
These imaged pictures of documents can be stored on a variety of media. The most common types of storage are magnetic media (such as tapes, disks, and magnetic cartridges) or optical media (such as CD-ROM and other removable disks known as "platters"). When combined with effective indexing, imaging the files can shorten information retrieval time and allow access to materials for multiple users at various locations.
Image files come in many different types of software-dependant formats, such as .gif, .jpg, and .tif. Most formats are proprietary, so computers need software to convert the images back to a human-readable format. Proprietary file formats may not be supported long term by manufacturers and may vary from vendor to vendor. Many file formats use compression to force more data into less storage space and speed image precision, storage, and transmission. Compression may be lossless (less compression but no data loss) or lossy (deep compression with subsequent data loss). Lossy file formats, such as JPEG (.jpg) files, don't necessarily look the same after compression.
Without special software, computers generally cannot use the informational content of a raw image file to search for or retrieve a specific image. Search and retrieval normally depends on some form of indexing, which assigns specific metadata to each document, such as author, recipient, date, title, and content keywords. This index, or metadata, can be simple or sophisticated, and is typically an electronic database that is linked to the images. Useful indexing requires careful planning and forethought before any actual imaging begins.
Images of textual records can be converted to searchable electronic text using optical character recognition (OCR) technology. OCR is accomplished by a software application that reads the images and produces text based on recognized patterns in those images. Then, the electronic text can be stored in computer-readable form for search and retrieval purposes. OCR doesn't work for all kinds of documents, particularly for handwritten, poor contrast, unusual type font, or mixed text/image documents. Even when using good quality originals, there will be costs for post-scanning clean up of raw OCR text.
2. What is an electronic document?
An electronic document is a digital picture of the original paper document. When a piece of paper is run through a scanner it makes an electronic image of the document, similar to a digital camera.
3. What is an electronic record?
An electronic record is a record created, generated, sent, communicated, received, or stored by electronic means. Examples of electronic records commonly generated and stored include desktop files, email, databases, and digital images.
4. What factors must be considered in determining whether to image records?
The decision to adopt a document imaging system should be based on business needs. The company must justify the implementation of a system based on an analysis of their work processes and business needs balanced against costs. The decision to implement an imaging system should be based on improvements in productivity and efficiency or quality of service. Simply automating an existing process may not lead to significant savings or improved performance. Costs include more than just the initial purchase of an imaging system. You may also incur migration costs if the information has to be retained for periods longer than five to ten years.
Before starting any imaging project, know the project's mission, users, priorities (speed, image quality, and quantity), and functional goals (reference, web use, publication, other). Additionally, assess staff expertise and availability (to do scanning, manage infrastructure, migrate data, and build metadata), and address content issues, such as physical condition, format, nature and attributes to be captured.
There are advantages to instituting imaging systems, such as increased storage capacity, elimination of "out-of-file" problems, shortened retrieval times, improved retrieval by multiple users, and ease of information dissemination.
There are also disadvantages, such as expensive hardware and resource-intensive indexing requirements, as well as rapid technological changes that require frequent upgrades of hardware and software. Migration and conversion of records in imaged format may also be needed to protect the information in records not yet eligible for disposal.
In addition to the cost factors, other factors that should be considered when determining whether to image documents include:
Volume of records
. Imaging is generally used for large volumes of records.
. Imaging is most effective on highly referenced collections where a short retrieval time is important or where there are multiple users accessing the same records. Combined with effective indexing, imaging records can facilitate retrieval.
Relotionship to records on other media
Consider whether the records to be imaged have to be used with records on other media.
Records and information usage
. Consider how the information is used and how long the record is needed. Required retention periods are specified in records schedules.
. Following established procedures and maintaining the documentation of audit trails and other business practices will ensure that information is kept that may be needed to document record authenticity and reliability.
Ease of maintenance
. Balance storage costs and capacity with indexing, conversion, quality control, and migration costs.
. Increased imaging and indexing of records and quality control procedures may require additional staff training.
Work process and information flow
. Would imaging facilitate the work process? Considerations include how records are routed, how information is added to records or files, and when records (finals or drafts) need to be captured.
Verification of signatures
. If signature verification is a requirement, consider that forensic analysis of signatures is not possible with imaged records.
. Determine how much work needs to be done to make the files ready for imaging. Document preparation for voluminous files may be significant.
Quality control issues
. QC procedures must be instituted both while preparing documents for imaging and while verifying and validating imaged information.
Condition of original records
. The condition of the records will affect their handling during imaging as well as the quality of the imaged record that can be produced. This will particularly be a factor for records that are:
In-house operation versus contracting operations with a service bureau
(resolution, compression, headers, etc.) will vary depending on how images will be used.
and metadata fields are determined by analyzing how users will access images.
5. What are possible advantages and disadvantages of maintaining records
Ability to use very high-density storage media
Shorter retrieval time than hard copy when the images are well indexed
Multiple users and access levels are possible
Low shipping costs and ease of information dissemination.
Ease of use of imaged copies of records in vital records and disaster recovery plans
. Organizations that need to retrieve information efficiently during discovery and litigation may find that using imaged records can assist in the effort.
Ease of making copies of the imaged records
Digital images don't lose quality from generation to generation
. Well made copies and derivatives can be as good as the original images. This will let you find your document without leaving your desk. Your files will be at your finger tips. The fact that the documents are on a CD means that you may be able to eliminate all those dusty files and file cabinets and vastly reduce the cost of storage. You can transport millions of electronic documents in your briefcase. Try that with paper!!
Digital images are not human-readable without computer equipment
Significant equipment costs, including hardware and software.
Potential for hardware and software obsolescence
. Generally, systems change every 18 months to 5 years, software changes every 2-3 years, and the life expectancy of media
is relatively short.
Indexing requirements may be more extensive than is required with other formats
. Unless records are arranged in a logical sequence or clearly indexed, it may be difficult to identify a series or use groups of records as a series.
Different types of scanners
must be used to scan text, oversize items, photographic prints, slides, and other formats.
Digital quality control, metadata capture and management, and image capture and management are complex and time consuming processes
requiring expertise and constant vigilance.
Complex disposition and potential problems in implementing dispositions.
If records are stored without regard to retention periods on an individual disk or in an individual directory, each record must be selected for destruction or to move to off-line storage.
When the companies use write-once-read-many (WORM) optical media, records should be grouped by like retention periods on individual disks or in individual directories.
6. How would I access and use this electronic document?
There are several possibilities for your use.
You can read the document on your computers monitor.
You can fax the documents using your computer's fax-modem.
With Internet access, you can email the document.
Using Optical Character Recognition (OCR) software, you can convert the document images into editable text for use with word processing and spreadsheet software.
You can print the entire document or only those pages or sections desired.
You can use our on-line document management service , after uploading your image to our system, and then access the data thru web.
7. What electronic formats do you offer?
Indoarsip offers many file formats, but we recommend black and white Group 4 TIFF for most document storage applications due to its wide support by software developers, If you don't see the format you need, please inquire by phone or email. It is important to note that each of these formats have their own unique set of advantages and limitations.
(All Trademarks used below are property of their respective owners.)
8. What is PDF?
Portable Document Format (PDF) files are used to represent and exchange printable documents electronically. A PDF file preserves the format of an original document, and contains all the original fonts, images & graphic information, layout and formatting. A PDF file can be viewed and printed without format loss from any operating system, including Windows, MacOS, and all Unix variants including Linux, using the free Adobe Acrobat Reader.
The Portable Document Format (PDF) was originally developed by Adobe for the U.S. Federal Government to store its legacy files. Currently, the U.S. Federal Government is still the largest user of PDF technology. Most individuals have encountered the PDF format when downloading electronic tax forms from the IRS.
PDF format has been a de facto Internet standard. It guarantees that the image seen by the viewer is congruent across all platforms. While PDF requires a viewer, it is readily available as freeware called Adobe Acrobat Reader.
PDF files have metadata, such as XML tables of content and links, making images more useful to end users. PDF files support security privileges, watermarking and signing, resulting in tools that exist to protect intellectual capital. Also, PDF files can be streamed by page, providing the responsiveness that browser users expect.
One significant attribute of PDF format is the superior appearance of the printed copy when reproduced using a high quality printer. Image and text characteristics of PDF files tend to reproduce very well under most display and output configurations.
9. What is Acrobat?
Acrobat is the name for a family of document interchange products written by Adobe Systems, Inc. The underlying file format is the Portable Document Format (PDF). The idea is that any document you would normally print, you can now instead turn into PDF, which represents the exact appearance of the printed document. The PDF file can then be viewed by anyone with an Acrobat Reader. Text can be cut out of a PDF file in Rich Text Format (RTF) but the document cannot be edited in any real sense.
Since PDF is platform-independent, and reading and writing software is available for a variety of platforms (Windows, Macintosh, various flavors of UNIX), documents can be exchanged freely between users of those platforms.
As well as representing the printed pages of your document, Acrobat supports additional navigational aids such as hyperlinks, bookmarks and thumbnail views.
10. What is TIFF?
TIFF (Tag Image File Format) is a common format for exchanging raster graphics (bitmap) images between application programs, including those used for scanner images. A TIFF file can be identified as a file with a ".tiff" or ".tif" file name suffix.
The TIFF format was developed in 1986 by an industry committee chaired by the Aldus Corporation (now part of Adobe Software). Microsoft and Hewlett-Packard were among the contributors to the format. One of the most common graphic image formats, TIFF files are commonly used in desktop publishing, faxing, 3-D applications, and medical imaging applications.
Tiff Group IV is the image compression format most widely used in document imaging today.
TIFF files can be in any of several classes, including gray scale, color palette, or RGB full color, and can include files with JPEG, LZW, or CCITT Group 4 standard run-length image compression.
11. TIFF Format vs. PDF Format?
TIFF and PDF are both "image" file formats. Many litigation software products use TIFF as well as many service bureaus. PDF is also a growing standard, especially with the U.S. government. So....which one?
Actually, either one. In fact, it's fair to analogize the connection between TIFF and PDF as similar to Word and Wordperfect files. TIFF files can be easily converted into PDF files, and vice-versa. Both formats will stand the test of time and be universally accepted.
12. Do you store the documents on tape, CD, or DVD?
Indoarsip stores electronic documents on CD-R media. CD-R media has a longer shelf life, wider support, fast random access to files, cannot be erased or altered, and is non-proprietary. Tape has moving parts to break, dozens of different and incompatible formats, is quite slow to access, is erasable and alterable, and can be damaged by common electromagnetic fields. We do not recommend tape for long term storage of electronic documents, nor for frequently accessed information. Tape is often not accepted as a storage method for legal purposes because of the ability to alter the files on the tape.
While it does offer promise for large volume document image storage, DVD is still a new technology and has not been standardized to provide the nearly universal access to your documents that is possible with CDs. Not all customized DVD disks are usable in all DVD players. Indoarsip’s does not recommend the DVD format for document archiving at this time, but may offer it as standards improve.
13. Are there any hardware and software requirements?
A computer with a CD-ROM drive capable of reading CD-R disks and an imaging program. CDs can be formatted to be read by Windows, UNIX, Linux, OS/2, and Macintosh systems. Eastman Software's "Imaging" (also known as Wang Imaging or Kodak Imaging) is included under the Accessories menu in Windows 95 and 98 and is an excellent program for viewing, copying, and printing multiple-page TIFF files. (If you don't find it installed on your system, check Windows Setup. It is probably on your Windows installation CD.
14. How many images can fit onto one CD?
About 15,000 black-and-white, letter-sized pages will fit onto one CD. Color documents and those with images can also be converted, but the number of pages that fit will be less because color and images use more memory.
15. Can I add notes to the scanned documents?
Not directly onto the CD. By its nature it is a read-only medium. This feature keeps others from deleting or changing your originals and is usually required if the images are to be used for legal purposes. You can annotate or otherwise edit the documents once you copy them to your hard drive or other read/write media.
Regardless of how your document images are stored, whether it is a CD, a hard drive, or any other storage media, you cannot modify them in any way. However, you can use Indoarsip's “annotation” feature. The annotation features, such as highlight, attach notes, draw arrows, pin-up text, rectangles, straight and free-hand lines, and redaction, allow you to “mark up” the images for viewing and printing.
16. Do I need special training to use a document CD?
No special training is required to view or print the documents when using intuitive software such as "Imaging". Most computer users are able to get results in just a few minutes.
17. What if I want another copy of my document CD later?
Indoarsip can create as many copies as required.
18. What if I buy a new computer? Will it be able to read the Indoarsip CD?
The CDs can be read by PCs and Mac equipped with CD drives, and most new systems have the drives included. Computer manufacturers have made their CD Players compatible by having industry standards, which were established by Sony and Phillips over 10 years ago. Some older CD-ROM readers (more than 4 years old) may need firmware updates to properly read CD-R media.
19. Will my Indoarsip CD work in a DVD (digital versatile disc) player?
Most DVD players on the market are designed to read all standard CDs including those produced by Indoarsip. Check manufacturers specifications to see if the DVD drive will read CD-Recordable (CD-R).
20. What if new technology should happen five years from now? Will I be
able to use my Indoarsip CD?
If you keep your CD or DVD player - no problem. However, Indoarsip will keep up with any widely-used superior technology and will offer conversion services if and when required for our customers. The format on the CDs are generic enough that the electronic industry will be able to convert or use them for the foreseeable future. If and when the technology changes, you will have adequate time to convert them.
21. How do I make my documents "scan ready"?
"Scan ready" means all the staples and other paper fasteners have been removed from the files and the pages are not excessively wrinkled, torn or otherwise damaged. The pages are all oriented the same way (i.e.: all tops up) and facing the same way (if single-sided). If the pages are of odd or mixed size, charges may apply for extra processing.
The files should also be separated and labeled in a way that is logical to how you would store and access them normally. We will assign a file name based on the label on the physical folder, unless some other naming scheme has been planned. Each electronic file should contain no more than 100 images because of the limits of most computer's RAM memory prevents viewing of larger files. If a particular physical file is more than 100 pages, it will span more than one electronic file. Extra charges may also apply if there are more than 2 unique file names for each 100 pages due to the extra processing required to manually assign file names, and this requirement also applies to extra directory levels.
22. Is there a minimum that I need to send to you to have my
There is no minimum number of pages.
23. How fast can we get our documents converted to CD?
Turn around time depends on the volume of documents, the level of service requested, advanced notice, and our current job queue. Our goal, is less than a week.
24. Do you OCR documents as well? Can you convert the scanned
files in Microsoft Word® format? What is the accuracy? How much does OCR cost?
Indoarsip does offer conversion of paper documents to editable file formats such as word processing files, commonly called OCR or Optical Character Recognition. Accuracy is entirely dependent on the quality of the original. Claims by OCR software vendors for uncorrected documents are 99.7% accuracy with a high-quality original but expect average of 95-99% based on industry experience. A document produced by a laser printer or printing press with standard fonts on white paper is considered a high-quality original. Photocopies, low-resolution printouts, documents with non-standard fonts such as script, and documents with poor contrast due to similar colors of paper and ink, are all considered low-quality for the purposes of OCR and will probably require extensive manual processing to improve accuracy.
25. Do you offer a searchable database of my documents?
A searchable database can be supplied. The creation of a searchable database of document content is also called "indexing". There are many types, and therefore costs and effectiveness vary greatly. In most cases, a company is best off getting the paper documents scanned to CD, then ordering conversion and integration services specific to their workflow procedures and database software.
26. Do you return the original documents?
Yes we can. All transportation costs are paid for by the customer.
27. Can you upload the image files to our server?
Yes, we can, but the time to do so might not be as time or cost-effective as sending you a CD for on-site copying to the server by your in-house or contracted technician who already knows your network system. The CD is also your backup copy in case of hard drive failure or other disaster. We also offer private FTP downloads of your data. If you need special handling of your image files, bring up your needs to your Indoarsip representative when you inquire.
28. Why would I want to change the quality of my original documents?
Cleaner image quality, enhanced readability, sharper printing, improved OCR accuracy, less space for archiving/searching and more.
29. How can Indoarsip’s document imaging system improve the quality
of my original documents?
As important as the retrieval part of imaging is, we feel that capturing the image is just as important. By image capturing, we're not talking about just scanning your document. We're talking about, through the scanning process, cleaning up the image. We can straighten crooked images, remove unwanted black dots (pixels) from images, crop unwanted space out of image, darken/lighten the text, remove black borders and punch hole marks and more...
30. Can all of my documents be scanned?
Essentially, any type of document can be scanned; documents as small as receipts and as large as A.0 drawings can be scanned. For example: blueprints, pictures, posters, brochures, plans and more all can be scanned!
31. How much is size in an hour?
At our off-site state-of-the art imaging facility, we can scan 9600 images size A3 per hour.
32. What are the Indoarsip issues surrounding document scanning and imaging?
If done properly, the courts have upheld that imaging and scanning are just as legally binding as paper. Legal acceptability of document images depends on the operation or the business process used to create the documents. Audit trails are recommend and are used to prove that a transaction was properly processed by the organization. Audit trails also help insure document integrity and prove that the image is a true representation of the original.
E. ON-LINE DMS
1. What is an ODMS?
ODMS stands for Online Document Management System. Online document management systems are programs, procedures and/or software that manage, control and provide access to electronic documents thrue web. Their functions include version control of documents with multiple versions; enabling collaborative work; indexing of documents for easy retrieval; and providing some access and change control on documents. ODMS software often functions as a database linked to a viewer. Software then adds database information to every document as it is created. Such systems can cover a wide range of document types.
2. What is the Indoarsip Electronic Web based Document Management
Indoarsip's Electronic Web based Document Management software is designed to help keep all your electronic documents in one place where you always know where to find them.
3. Why should I use Indoarsip Electronic Web based Document Management
software services when I can just store them on my PC?
For a number of reasons! What happens if you have a critical PC hardware or software error, and you lose all your data? Maybe you're having a client meeting and need to reference a specific piece of marketing collateral that comes up in negotiations and you don't have access to your PC? There are any number of scenario's where Indoarsip's Electronic Web based Document Management software service comes in extremely useful - it can save you lots of time, money and resources!
4. What do other companies use Indoarsip's Electronic Web based Document
Management software services for?
Everything! Indoarsip's Electronic Web based Document Management software service is perfect for storing any type of electronic document online that you may need to reference again. Marketing collateral, sales contract templates, shipping and order forms, even e-business cards! Indoarsip's Electronic Web based Document Management software service is robust enough to handle any of your e-Web based Document Management needs!
5. Can my scanned images be accessed on the web?
Yes, we offer a web-enabled document management. It provides access to your documents 24 hours per day, 7 days per week from any web-browser on any operating system.
6. Does the document management software support full-text indexing with
Indoarsip document management software can full text index documents that contain full text information. We can scan paper documents and convert them via OCR to a fully text searchable PDF format. Your electronic documents can also be imported into Indoarsip where the document management software search engine reads the full text information and indexes this so that users can do keyword searches or other advanced searches.
7. Is there support for directory trees within the Indoarsip Electronic Web
based Document Management software service?
Of course! We can help you customize your electronic Web based Document Management directory, adding sub-folders upon sub-folders to keep everything organized in a logical, concise format for ease of reference in the future. No need to learn a new Web based Document Management technique - Indoarsip's electronic Web based Document Management software allows you to utilize what you're familiar with, completely customizable to the standards you've worked with for years.
8. How does the document management software automate the scanning and
Indoarsip has the following suggested processes working with Document scanning Software:
1. First; split the document into single pages (each as a PDF) or keep the entire document as one file (PDF) either is easy to setup in The document scanning software that ships with the document management software.
2. Create index fields; for example "Owners name, address, client number, unit number and week", the scanner operator could then enter this in manually which would take maybe 20 seconds to key in. While they do this they will see the documents they are indexing in file viewer.
3. If some of the documents are handwritten it might be best to have the scanner operator index each batch in one easy step, The document scanning software can then apply this index information to all documents or pages within a batch. Handwriting recognition is possible, but usually not as accurate unless very specialized and expensive software is purchased.
4. At the end of the batch, with The document scanning software doing all the work except for the quick data entry of the 5 index fields by the scanner operator, the batch is closed, and a new batch can be started and the process repeats itself. The document scanning software then generates an export XML file automatically for each batch upon batch completion.
5. Indoarsip document management software can then read this export XML file, and pull out all index information, and automatically tag each document. Both index information and documents are than imported into the document management software using our powerful Desktop Client that is designed for batch uploads/downloads by Indoarsip power users and scanner operators.
6. Once imported into the document management software the users can then search for documents or files using the any/all of the index fields using the document management software powerful search engine.
7. When going paperless, the biggest cost is the time spent by people scanning, imaging, OCRing, and creating PDF documents of each scan. With Indoarsip you can automate the entire process as much as you would like, keeping the scanner operator highly productive.
8. An additional benefit is you can save each batch / document type settings, and re-use them. Other software may require the scanner operator or IT administrator to configure the system each time, which can be a tedious and repetitive process.
9. Can we store images in the document management software?
You can store any type of file or document within Indoarsip document management software, and this includes images. We support up to a maximum file size of 1.7 GB - so very large files can be stored within the document management software.
10. How do I retrieve the information I need from an electronic documents?
Extremely easy, yet powerful, search capabilities allow you to locate any desired document in seconds. Search across an unlimited number of projects (a group of like documents) for common index criteria. Full-text data searching provides extensive search capabilities across all scanned images within a single project or within a single document.
11. What about document security? How secure are my scanned images?
They are as secure as you want them to be! Our system administrator can maintain control over accessibility and functionality of users and user groups within individual departments, individual projects, and individual documents contained within a project.
12. Will having my documents on the web compromise the security of my
Absolutely! Indoarsip’s Electronic Web based Document Management software service has a permissions-based security system, as well as a role-based hierarchical security system, so you can control who sees what in your electronic Web based Document Management software implementation. Security is Indoarsip's number one priority with the electronic Web based Document Management software system, so you can be rest assured that your electronic documents are safe with our Web based Document Management software.
Our system administrator can completely control the functionality available to users on a per-project and per-document level. Documents are never fully exposed to the Web.