Document Management Solutions Are you drowning in paper or can't find the information you are looking for fast and accurately?

Transcription

1 Document Management Solutions Are you drowning in paper or can't find the information you are looking for fast and accurately? do you have a collection of archived documents - government, accounting, mortgage, financial, legal or medical documents? are your documents taking up too much of your valuable office space or are you paying too much to a document storage company? do you need faster, more accurate access to your important documents and the ability to easily share them with co- workers? do you need full text search capabilities across your documents? do you want to digitize a library? On Net Communications state of the art scanning and conversion services can help you:

2 FREE up your office space 85% of archived documents never leave there filing cabinets FIND your documents easier 90% of business information still exists on paper ACCESS your documents faster 20% of labour costs are associated with handling paper SECURE your documents over time Faded documents can be enhanced - electronic storage is fade resistant SAVE on data management and storage Floor space average cost for 1 filing cabinet is around 23 a year Books, binders, folders with pages and sometimes even napkins that are crumpled, ripped, stapled, folded, spindled, mutilated, slippery and sticky, of differently sizes and colours. Folders that are marked with colored dots, folders with more than one document, folders that have different sizes - yes we know what you are facing! Benefit from a Higher Return On Information:

3 o Field Indexed searches (name, date, type, document number, ID) o Optional full-text search as a retrieval aide o Optional storage of color images o Linking of electronic files (Web, ADOBE PDF, CD-ROM) o Data Exchange capabilities for information exchange with other applications o Remote access and publishing capability (Web) o Expandability to integrate additional document storage/retrieval applications Disaster Recovery o Paper records are vulnerable to damage by fire or flood. Even if the originals are maintained, there is a strong argument for scanning them and saving the contents in a backed up environment. Massive Space Reductions o The contents of a four drawer filing cabinet can be translated onto a single CD. With space costs at a premium the return on the investment of scanning can be extremely fast. Data Extraction, Search ability and Concurrent Access For many Users o Once a document has been scanned the data can be extracted and viewed. Furthermore all text can be converted to a searchable format for easy and intelligent referencing. o Unless a document is photocopied, printed multiple times then it can only be viewed by one party in one location at a time. Scanning means the images can be loaded on electronic networks and viewed concurrently.

4 What We Can Do For You No project is too small or too large for us. Please contact us and let us know your plans and requirements. For larger projects we like to arrange a visit with you so we can get the best understanding of your detailed scanning and document management requirements. Electronic document scanning/conversion Process: Document preparation steps - remove staples, bindings etc. Document Scanning - convert hardcopy to digital image Image Enhancement: - de-skew, increase digital quality, image clean up etc. Image Formats - Group IV TIFF compressed, PDF (200 dpi to 600 dpi) We carefully analyze your goals and needs, conduct tests, and explore alternatives before designing and implementing the conversion process. We will work with you developing and creating the right search solution for you. Electronic document indexing: The success of electronic documents is measured by how quickly and easily you can access them, whether for day to day retrieval purposes or archival storage, On Net Communications can develop efficient indexing techniques for legal, medical, governmental, non-profit and commercial use. Image Indexing and Index verification Scanning text with OCR (Optical Character Recognition) and OCR correction Database creation

5 Environmental Commitment The storage of essential records and data is often a legal requirement for many organisations. This legislation whilst critical can leave businesses with the headache of storage. Here at On Net Communications we have the technology to safeguard your data and create a cost effective tailor made solution to your business requirements. Our experience, facilities and dedicated team will help to provide you with a simple and complete data management service that includes security features and easy access to authorised users. We here at On Net Communications are also in partnership with a shredding company that recycles shredded paper, wherever possible, back to lower grade paper products. Recycling helps maintain the environment, predominantly by saving trees and helping to protect the earth. Every contract we undertake has a direct effect on the environment, linked to Tree Appeal, On Net Communications has pledged to plant at least 250 trees in the next twelve months as a thank you to our customers. A tree will be planted for every 5 cases of information scanned and processed.

6 Legal Admissibility of Scanned Documents One of the key issues affecting a company s decision to scan and digitally archive documents is whether the images can be used as evidence later. It is also a factor as to whether original documents can be destroyed or need to be kept in deep storage. This is the statement made by Companies House and relates to the way in which their information may be used as evidence. But what does it mean and what are the implications for the use of other scanned information in Court or in any other form of judgment. If a document is admissible in evidence, then an electronic image of that document may be treated as secondary evidence in the same manner as a photocopy or a microfiche image. It will be subject to the provisions regarding authentication contained in the Civil Evidence Act (1995) in England and Wales and the Civil Evidence Act (Scotland) 1988 in Scotland. The British Standards Institution has issued a revised Code of Practice for Legal Admissibility of Information Stored on Electronic Document Management Systems, BIP 0008:2004 (previously PD 0008). This code of practice provides guidance to ensure, as far as possible, that electronic documents and scanned images will be accepted as evidence by the courts. The key to this guidance is that the process under which documents are managed is as important as the technology used where a document is reproduced (e.g. printed), it should accurately reproduce the contents of the "original". The key principles behind BIP 0008 are: 1. Authenticity Processes to be followed at system planning, implementation and the procedures by which the systems should be operated. 2. Storage and access procedures Procedures including scanning, indexing, retrieval, system administration, archiving, off-site storage and training, to be followed. 3. Demonstrability of adherence A structured audit process resulting in a Certificate of Conformity that displays demonstrability of adherence. The Civil Evidence Act (1995) introduces a flexible system whereby all documents and copy documents, including computer records, can be admitted as evidence in civil proceedings. The court judge will still have to be persuaded to treat that evidence as reliable, and so organisations will have to put in place procedures to prove the authenticity and reliability of the record. As part of all its procedures for clients, On Net Communications ensures that BIP 0008 is followed completely and, equally importantly, helps clients to ensure their own internal procedures also conform to the standard. A copy of BIP 0008:2004 can be obtained through BSI.

7 Our client sectors include although are not limited to: Construction Engineering FMCG Legal Financial Services Medical Records Police Authorities Councils Why On Net Communications? Our service provides low-cost document conversion services We will bring you a higher return on information We can reduce the cost and time for document management by 40% - 50% On Net Communications is situated in the heart of Wear Valley on a secure site with 24hour security

8 WHERE CAN YOU CONTACT US If you would like to discuss your Document Management requirements please contact us on: Alternatively to: enquiries@on-net-communications.com Or write to us at: On Net Communications Durham Road, Wolsingham Co Durham, DL13 3HX