Learn about how effective records management technology and services can save you money and deter potential liability.

1. Document Imaging:
Making Your Job Easier
Making Your Job Easier
WEL Associates, LLC
August 2012
http://www.welassociates.co
@copyright 2012; not for general reproduction.

2. What is “document imaging”?
• Document imaging is electronic filing; paper is scanned
and saved electronically (important note: electronic files
– Excel, Word, etc. - can also be imported and stored as
well).
• Document imaging is easier and far more faster than
paper filing; given that most (if not nearly all) documents
are computer generated, document imaging is the next
evolutionary step in office management.
• Document imaging saves time, money and greatly
enhances operational efficiency while better protecting
vital records.

3. Who uses the DocStar System?
Some organizations utilizing DocStar are:
• National Security Agency (NSA)
• US Department of State
• US Army – Fort Detrick, Maryland
• US Navy – Portsmouth, Virginia
• National Institute of Health (NSI)
• Federal Bureau of Investigations (FBI)
• US Department of Health and Human Services
• US Forestry Service
• The University of Pennsylvania
• The Kimmel Center
• ...just to name a few!

4. The “disadvantages” of Using a Document
Imaging System
• Some people are simply afraid of new technology. With
growth comes pain and challenges; with time, this too
shall pass.
• Document imaging introduces change. Document
imaging can make jobs far more easier while insuring
users gain better control of their documents and files.
• Document imaging encourages weight gain as one is far
less likely walking to and from file cabinets and tracking
down lost or misplaced files. Try to eat more salads
during lunch break.

5. Likely Criticisms:
• “It’s too difficult to use”.
• “I don’t have the time.”
• “We’re going to lose valuable files by using a
computer than by hard copy.”
• “Everybody can now see my files!”

6. Actually:
• Document imaging systems are easy to learn and use. Know how to
use a regular Windows / office PC? It’s that easy.
• It’s far quicker and easier to file via a document imaging system then to
conduct routine paper filing. You save time normally spent on typing
folder tabs, re-arranging file cabinets, moving boxes, searching files –
especially those spread across several offices.
• You won’t lose documents owing to poor storage via flooding, fire or
mold. How many times have you encountered a situation where you
couldn’t find a file because it was misplaced or somebody else was
using it?
• Document imaging is far more secure than any locking file cabinet. In
fact, not only do document imaging systems offer far more flexibility in
sending and sharing files, but simultaneously also controls as to who
can see what.

7. Document imaging systems enhances public access and
lessens your workload.
Document imaging systems allow controlled access
through your website allowing users to view and retrieve
public files.
Web access reduces telephone calls and file requests
(outside of valid OPRA requests) and is ideal for
resolutions, ordinances, minutes, public notices, plan
review, etc.
Web access also enables you or other authorized users
secure remote access as they would in their regular
office setting; by entering a password and a security
routine, your files are with you no matter where you go.

8. Remote access enhances productivity.
• Auditors, inspectors, reviewers – federal officials, state officials or
other authorized personnel - can access your files without intrusion.
• Vendors can also be given controlled access, allowing them to track
the status of their purchase orders, contracts, applications or other
relevant data without having to call your office.
• Internal staff can share and view the same file(s) across different
departments, rather than wait for the document to be researched,
found and then distributed to all involved parties.
• Supervisory and/or Administrative staff can review documents / files
without having to burden clerical staff.
• With document imaging you can also have a Business Workflow
solution, whereby some documents you enter into the system can
become working documents – such as tracking and approving
requisitions, work order requests or change orders (to name a few).
No more tracking down missing documents or seeking signatures
for approvals!

9. Scanning In / Importing
Your Documents / Files
There are several ways to import your documents:
• Scan by way of regular scanners.
• Scan by way of your Multi-functional Devices /
office copiers (or MFD’s for short).
• Import / view in your files electronically, just as
you do on your office computer on a regular
basis.

10. Your Copier is Your Friend.
• Your copier / scanner (MFD)
can be programmed to scan
directly into your system.
• Input buttons based on what
forms you want scanned (tell us
what you want) can be created.
• This is a viable, secure and
approved process as defined by
NJDARM.

11. TIFF? PDF? What’s the Difference?
TIFF (Tagged image File Format) is the NJDARM
standard. Any and all documents set aside for
long-term storage on your document imaging
system must be TIFF.
PDF is commonly used, but in actuality documents
in PDF could be manipulated and changed.
TIFF cannot, however, be changed.

12. What’s the “Verify Authentidate”?

13. All documents /
files cannot be
changed on a
document
imaging system.
Each document
holds an
independent
record embedded
confirming it’s
authenticity (also
known as “hash
marks”).
These records
are independently
confirmed
remotely by way
of the US Postal
Office, making
your electronic
files legal for ANY
court usage.

14. Permanent Versus Non-Permanent Records
• Permanent records (as defined by NJDARM) - i.e., resolutions,
ordinances or minutes, to name a few - cannot be physically
destroyed even after being scanned on a NJDARM certified system.
• Permanent records are document imaged as a convenience – and
not as a means to replace the physical existence of a permanent
record.
• Non-permanent records (those with a records retention of 10 years
or less) can be scanned onto a NJDARM certified system and
destroyed following proper disposal processing.
• With a NJDARM certified document imaging system, the electronic
copy becomes the actual legal copy while the hard copy becomes
just another copy.

15. So where do I begin?!?!?
• Be logical: first, destroy. Sort and determine what you
don’t need. Follow NJDARM document retention
procedures.
• Next, store those documents/files you don’t really use
but are mandated to maintained. Get them out of your
office to an NJDARM approved storage facility.
• Lastly, scan. Focus on those documents you use on a
day to day basis and scan those documents into your
system.

16. Get State contracted / NJDARM approved
storage services,...
• Storage is cheap - literally pennies to the box - insuring
your hard copy is protected while allowing you a quick
turn around time to get them when you need them.
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17. When Scanning, remember that time is on
your side.
Set aside thirty minutes everyday to dedicate yourself
and your staff to do nothing but scan and import files into
the system. If one person can scan/import in (and file) a
total of 50 pages per day - doing the math:
50 pages per day x 248 working days per year (give or
take a day or two) = 12,400 pages in a year.
12,400 pages per person x 5 people = 62,000 pages
within one (1) years time!
You can also hire scanners to do the
job for you - at pennies per page.

18. Already got an office network?
• Then you’re good to go! Using your existing network, we can simply ‘plug-in’
a document imaging system. Using your office computers you can start
using your system! No need to buy specialized equipment or expensive
hardware!
• Don’t have one? No problem - we can set one up for you with minimal cost
and trouble.
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19. Document imaging will transform the way
you can do business.
Well, maybe it’s not
quite Star Trek, but
it’s pretty close.
(Phasers and
transporters are,
however, optional).

20. For more information,...
• www.welassociates.co (Records Management services)
• www.itcimaging.com (Document Imaging solutions)
• www.docusafe.com (State Contract storage services)
• www.ucss.com (Network services)
• Contact us - we’re ready to assist you!
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