Frequently asked questions  |
|
|
|
| 1) How do I get the most out of my document storage methods ? | |
| 2) What is a digital image ? | |
| 3) Why choose ImageFreeway ? | |
| 4) What are the different types of images ImageFreeway | |
| can provide ? | |
| 5) Can I do anything else with digitally stored | |
| documents other than retrieve and view ? | |
| 6) How do I send ImageFreeway my paper documents ? | |
| 7) Who comes to my facility to perform the document | |
| imaging services ? | |
| 8) When can I expect a CD after you begin your services ? | |
| 9) Can ImageFreeway help me archive any other form | |
| of media besides paper documents ? | |
| 10) How do I send ImageFreeway data files or | |
| other COLD media ? | |
| 11) Can corporations and other businesses benefit | |
| from document management services ? | |
| 12) How would a law firm or legal department benefit from | |
| document imaging and archival ? | |
| 13) How would a doctors ? medical practice or hospital benefit | |
| from document imaging and archival ? | |
| 14) Where is my ROI ? | |
| 15) What kind of software do I need ? | |
| 16) Can I access my images using the Internet ? | |
| 17) How much does document imaging cost ? | |
| 18) How do I start experiencing the benefits of digitally stored | |
| documents and the services of ImageFreeway ? | |
|
|
| 1) How do I get the most out of my document storage methods ? Document storage has been in existence for many years. In the rawest form, paper document storage still exists today, costing companies thousands of dollars in storage and personnel without the required effectiveness and efficiencies needed by businesses today to grow and excel. fi US based companies spend $1 billion a year to design and print business forms and $25 to $35 billion processing (filing, storing and retrieving) those forms. Management of documents over their life cycle pushes that figure up to $100 billion a year (IDC, Framingham, MA). He latest form of document storage is known as document or digital imaging. This form of storage is the most technologically advanced form of storage and supercedes any other medium in over all cost-savings and record management accuracy. |
|
|
|
| 2) What is a digital image ? It is a picture of a document that is created using a computer and scanner. It is similar to making a photocopy of a document except the copy is left in a digital format and that can be saved. The saved digital image can then be stored on such mediums as CD-ROM, WORM, and DVD. This type of storage can legally replace actual paper documents in most instances. Digital Imaging increases document storage life, accessibility, and accuracy. This medium can be stored in a drawer or jukebox server and can be duplicated with little effort and expense for disaster recovery. |
|
| 3) Why choose ImageFreeway ? ImageFreeway is competitively different in our approach and services. First, ImageFreeway is mobile, meaning our services can be performed on-site at your facilities. Second, ImageFreeway will only offer optical storage services for archived data, thereby, specializing in that one field. Third, through our strategic partners, we will provide consultation services to move their current paper processing environment to a paperless atmosphere. |
|
| 4) What are the different types of images ImageFreeway
can provide ? The main type of image we provide is in a .TIF format. It is an industry standard format that can be accessed by most viewers. Other formats include the ever-popular PDF format. If you currently have another software system in place, we can export the images and index values in the format required to import directly into your existing system. This is a service provided by ImageFreeway and does not cost any extra. |
|
|
|
| 5) Can I do anything else with digitally stored
documents other than retrieve and view ? You can email them. You can cut and paste into word processing documents. You can print them and you can fax them. Using additional software provided by ImageFreeway or other vendors such as the Kodak Previewer provided with Microsoft Windows 98 you can add annotations and do just about anything you want with the image?except change or alter the existing image or document stored on the CD-ROM. |
|
| 6) How do I send ImageFreeway my paper documents ? First of all, it is not necessary for you to ship your documents to us. ImageFreeway is designed to be mobile. This means ImageFreeway has the ability to provide on-site services for you. “Our mobility enables us to perform all services at our clients? facilities, eliminating the need to transport documents or any concerns with security and document integrity.” We also have a 9,500 square foot facility located in Alpharetta, GA to convert documents on a regular basis or one-time only. Documents are usually received in one or a combination of the following ways: • ImageFreeway courier service performs a regular pick-up and drop-off service • Documents are delivered via Fed-ex, UPS, or another form of delivery where package tracking is a standard • Freight transportation managed by ImageFreeway or customer. We remain very flexible as to where and how we perform our conversion services, so just ask us. |
|
| 7) Who comes to my facility to perform the document
imaging services ? A Project Manager will be on-site at variable times with the following responsibilities: • Estimating project costs and timelines • Developing and maintaining project plans • Coordinating tasks associated with each project to ensure an on-time deliverable with the highest possible quality • Ensuring the ImageFreeway methodologies are adhered to, auditing is performed • Responsible for day-to-day management of on-site support personnel. Multiple Imaging Specialists will be on-site in order to perform
the following: |
|
| 8) When can I expect a CD after you begin your services ? This really depends on the size of the project and whether we are on-site performing the services or off-site at our facility. If we are on-site performing our services, you will have a completed CD-ROM(s) as they are produced throughout the project. Estimated timelines vary from 1-2 days for small 10,000 to 15,000 document projects, to many weeks for million plus document projects. The same holds true for any projects performed off-site at our facilities. Please contact one of our sales representatives concerning project timelines and deliverables more specific to your needs. |
|
|
|
| 9) Can ImageFreeway help me archive any other form
of media besides paper documents ? Yes. ImageFreeway can also process, index, and store reports printed from mainframe systems, AS400 systems, and NT environments. This type of data is termed COLD (Computer Output to Laser Disk). Instead of maintaining a printed copy of each report, it can be processed, distributed, and viewed from the same application as paper images. This almost always produces a huge ROI. |
|
| 10) How do I send ImageFreeway data files or other
COLD media ? We can receive your data several different ways: 3480/3490, zip or jazz disk, email, or secure FTP transmission. Please call the toll free number and have us speak with your IS department to discuss the best options for you. |
|
|
|
| 11) Can corporations and other businesses benefit
from document management services ? Corporate departments benefit from both an archival usage and a document retrieval and sharing usage. Companies can save funds previously spent on costly storage of hardcopy files with the use of electronic document archiving. They can also save time and money by making documents accessible electronically instead of making multiple copies of documents and disbursing among employees. Remember, there are three main benefits of digitally stored documentation. • Cost Savings • Accessibility • Gaining Competitive Edge |
|
| 12) How would a law firm or legal department benefit
from document imaging and archival ? Law firms and legal departments use document imaging to keep track of legal files for a case. Attorneys benefit from the convenience of shared information and expedited search and retrieval efforts when finding key documents in the discovery process. ImageFreeway is able to assist law firms and legal departments in reaching the following objectives : • Aid litigators and support staff in searching documents in seconds rather than the hours and days previously required; • Alleviating the time-consuming tasks of collection, preparation, scanning, coding and text conversion; and • Allowing litigators and support staff to spend their valuable time on legal activities. |
|
| 13) How would a doctor’s medical practice or hospital
benefit from document imaging and archival ? The medical industry can benefit greatly from document imaging. Studies indicate that the generation, movement and tracking of paper consumes up to $.25 of every healthcare dollar. The healthcare industry stores a multitude of paper documents and must maintain inactive records for many years. Some of these documents include patient registration, patient billing, remittance processing, and contract management. Digital imaging can increase the speed in which these records are accessed and the security of these documents. Furthermore, digital imaging can allow multiple departments to have access to the documents without the need for duplication or inner office transmittal. It can decrease the storage space required to store inactive and active medical records allowing the space to be used more effectively. Using the COLD services provided by ImageFreeway, the billing can be done more quickly and efficiently. This can provide a faster turn around for payments from insurance companies because all of the information is now in a digital format and can be sorted and collated much faster. The information can then be transmitted to an insurance company electronically. |
|
| 14) Where is my ROI ? In today's business world, technology cannot be implemented if it does not provide a benefit for the company. There are many ways that digitally stored documents can help you better the bottom line. • Better Customer Service - It often takes two or three days for a large company or agency to retrieve a paper document. Digitally imaged data can be accessed in seconds. • Retrievability - the ability to access stored documents and perform any one of the following: View.... quickly search for any field on the document Print? a single page or entire document Copy’copy documents or fields to a clip board and use them in other applications Share...download the view and reports to a LAN drive for multiple user access Email…attach a report to your electronic mail system. • Actual documents can increase as your company grows, but the storage space does not while the accessibility remains constant. |
|
| 15) What kind of software do I need ? You will not need to purchase any software to view the digitally stored documents on each CD-ROM. With the production of every CD-ROM, ImageFreeway will provide basic retrieval software that can be loaded to one’s personal computer or executed on the CD-ROM itself. ImageFreeway does sell a more powerful viewing software package that is completely compatible with data stored on the CD-ROM’s. This software system is called Papervision and can be used to integrate the digital images into a networked environment. PaperVision can also provide the annotation and document exporting, printing and faxing all in one software package. The price of PaperVision is dependent upon the setup and the number of users that will be accessing the software at the same time. It is very reasonably priced considering the features it has. Please call our toll free number at 877-(ImageFreeway) 237-1080 or send us an email at: sales@adsga.com for more information about PaperVision. Internally, ImageFreeway uses a scanning software system called Paperflow, an industry leader in imaging software. PaperFlow is a widely used and market preferred imaging and retrieval software. Our clients will only see the results of what the PaperFlow software system can do because this is the software we use to manage the scanned documents. With PaperFlow, our clients will always have the continued software support they deserve. |
|
| 16) Can I access my images using the Internet ? Absolutely! ImageFreeway will prepare, scan, and index your documents and then they can be placed on an Internet server. There are two different means of getting the documents on the internet. The first method will allow you to store the images on your own internet server. ImageFreeway sells the software product you need to load onto your internet server. The software system is called Papervision.Net. We can install the software and images for you and show you how to set up the user security. The second method of internet access is letting us be your image hosting and application service provider. See our web page DocuViewer for more information. |
|
|
|
| 17) How much does document imaging cost ? It really depends on the volume of documents, the required number and structure of indexing, and what shape the documents are currently in. We will be more than happy to come visit you in person, identify your needs, examine your records, and provide an estimate for you ? free of any costs or obligations from you. Please contact us by calling our toll free number at (877) 237-1080 or send us email at: sales@adsga.com |
|
| 18) How do I start experiencing the benefits of digitally
stored documents and the services of ImageFreeway ? Call our toll free number at 877-(ImageFreeway) 237-1080 and ask us to send you a free CD-ROM containing information and demos. You may also send us an email at: sales@adsga.com |
|
