Electronic archive creation
The process has several distinct phases, as their scope, duration and method of implementation are specified and identified in each individual project. Preparation of documents includes sorting paper documents, categorizing them and making a detailed inventory. Necessary activities include removal of stationery (paper clips, staples, etc.), possible detachment of documents bound in a book form, placing dividers between individual documents.
Documents are scanned into an electronic format and stored on a file array so that they can be found quickly and easily.
Indexing – generation of keywords (indexes) and their connection with scanned documents. The number and content of index fields for each document type is determined in accordance with the requirements of the organization. Indexing can be done manually (data entry by operators) or it can be automated (OCR/ICR, barcode, etc.).
Electronic documents – pictures of documents are saved on a file array and indexed. The information related to the meta data is stored in a table in the database used in the organization (MS SQL, Oracle). Updating the created electronic archive (adding/deleting images + indexes) is quick and easy and can be done daily or over a period of time.
Working with the archive – once created, the electronic archive enables any authorized user to find the document they need with just a few mouse clicks. Document search can be done from any networked workstation through simple and easy-to-use user interface. Working with the electronic archive improves efficiency, provides an opportunity for teamwork, reduces printing and copying costs, and last but not least – guarantees the organization’s work even in case of damage or loss of paper originals.