FREQUENTLY ASKED QUESTIONS
Electronic Document Imaging
As file cabinet storage is a problem for my small company, how can Hudson Community Enterprises help solve my problem?
We have helped many small and large companies with their file storage problems by scanning and storing documents electronically. It will be necessary to discuss your particular needs, files, and location to determine if this is a financially feasible solution for you.
Please explain electronically stored documents.
A scan or electronic picture is taken of each of your documents. These are stored on a DVD, CD or computer hard drive. You have the ability to retrieve, print, manipulate or transmit any of these documents from your computer or PC by selecting the electronic document file name from the index we provide.
Some of my documents are different in size and shape while some need to be handled delicately. Are these eligible for electronic imaging storage?
Our scanners have the ability to recognize the different sizes and shapes of your paper files. If necessary damaged and delicate documents can be handled individually. The most delicate pieces are placed in a protective sleeve prior to scanning. Be assured that over the years we have handled every type of paper and always provided individual care when necessary.
Can you do the scanning on my site or must the files be moved to yours?
If you have a free space available, such as an office or conference room, we can scan at your site provided there is adequate power available to us. Our equipment requires little room. In the event your files need to be broken down and reassembled for the electronic imaging process, we may need a larger space. All this can be determined in a discussion with you.
Are there options as to the format used in electronic data filing?
Several options are available. A discussion as to your particular business needs and expectations, information, and access requirements are necessary components in deciding which electronic format is best for you. A quick guide to options follow, but for specifics, click on Services.
Electronic imaging formats are: TIFF, an photographic image format which allows the operator access to files by using a key word index, and PDF files (Portable Document Format) which can be image or text files and also using the key word indexing.
A database software option is available where the operator uses file names to locate the desired file.
The most enhanced is the OCR (Optical Character Recognition) format which can be either a PDF or Word Processing document and has the capability of being edited.
Is the OCR process the only format which can be edited?
Image files may be editable if the electronic file is converted to a word processing format. PDF files require a PDF editing program.
What is the device on which the date is stored?
Most electronic data is stored on DVD’s and CD’s or a hard drive which contains a removable backup component. As DVD’s offer a larger storage capacity, it is used more commonly than CD’s. Hard drive storage offers faster access to material, is less expensive than removable disks, as documents are stored in one place (no searching through DVD’s) and backup is attained by your normal backup procedures.
I run a fairly large company where several employees need access to stored files. A CD or DVD storage system doesn’t seem practical for me. What else can you offer?
In the case where access is needed by a number of employees, a network or server-based system is available. Access to this electronic data is on a need-to-know basis.
How do I locate files stored on a DVD or CD?
Each DVD or CD will be labeled with the file names contained in it. In the event the files are too extensive to list, the major topics will be chronicled. A cross-referencing option is likewise available. Should your needs simply require direct writing on the disks, that is also an option.
What backup system is available?
Hudson Community Enterprise provides you with backup copies of all your electronically stored material. To ensure there is no loss of important data, you must update the backup files on a regular basis, preferably daily. Data can be lost by human error, loss of power to the system, mistreatment of disks or a catastrophic event. These backup copies should be stored at an off-site location. Your DVD or CD disks can last indefinitely as the storage process is digital, and as many copies as needed can be produced without losing quality.
Can you give me an idea of pricing?
Prices can vary greatly depending on many factors. Of course, the amount of human intervention certainly increases the price. Other factors include:
Scanning at your facility: travel time, expense, and number of trips
Volume, type and quality of your documents
Type of format selected
As you can see, there are a number of factors to address before defining the cost. It is necessary for us to have a meaningful discussion with you to determine the best electronic data filing system, using the least expensive format, to efficiently meet all your company requirements.