About Document Scanning

1) Prepare Documents for Scanning
We remove all staples, paper clips, etc. as well as organizing and straightening all files.

2) Scanning Equipment
Using high-speed, high-resolution scanners, we convert your paper documents to digital format.

3) File Conversion
Electronic files are burned to CDs which have a customized user-friendly windows based retrieval system. We can offer unique search fields according to your specific data requirements.

4) Security
We retain backup CDs of every document we scan in case your data is lost, damaged or otherwise compromised. We also offer secure disposal of sensitive documents.

5) Implementation
We deliver or ship your documents on CDs and show you and your staff how to use your new document retrieval system

Military Document Management Solutions
Military relies on modern document imaging technology to gain a competitive advantage in the fast paced market. With never ending economic, competitive, and regulatory challenges, it’s easy to understand the importance of operating more efficiently and cost effectively.

US Imaging has a team of Installation and Support Specialists who will work with your organization to develop and implement customized manufacturing data storage solutions and Military document services that meet the specific goals of your business. With our Military data storage solutions, US Imaging can streamline your business processes, reduce costs, and improve service levels.

Military Benefits

Reduce costs DRAMATICALLY!:

* Reduce HIGH cost of labor expenses due to filing, retrieving, routing, and looking for lost documents, files and information
* Minimize costs associated with copying, printing, and faxing and other print materials
* Improve productivity by accomplishing tasks more efficiently
* Reduce storage cost: filing cabinets, transportation, file preparation, and record retention, staff payroll
* Decrease time and cost with managing compliance programs

Reduce cycle times:

* Streamline business processes by converting to a paperless system
* Shorten time-to-market
* Optimize order fulfillment
* Support Lean Military, Six Sigma, and Kaizen initiatives
* Integrate and leverage ERP, MRP, SCM, and e-Business Applications
* Supply chain collaboration
* Simplify production, order fulfillment, shipping and receiving, accounts payables,
and accounts receivables

Increase Levels of Service:

* Immediate answers with simultaneous access documents related to orders, customer requests, and inquiries
* Improve issues resolution
* Document customer account activity
* Share knowledge articles and techniques
* Rresponsive support departments: payables, receivables, and purchasing departments
* Strengthens customer relations
* Enhance department collaboration and communications
* Increase sales orders and accounts proficiency

Document Scanning vs Paper Storage

VS

Paper Stored File

Travel to paper storage -------------------------- 20 min - 40 min
Search for file and specific documents ------- 15 min - 30 min
Return to work -------------------------------------- 20 min - 40 min
Copy, fax or mail documents -------------------- 15 min - 20 min
Prepare files for destruction --------------------- 10 min - 20 min

Total Time 1 hr 20 min - 2 hrs 30 min
(Assume $10.00 / hr salary and benefits) $13.33 - $25.00 / occurrence

Electronic File System or Document Scanning

Insert disc into PC or retrieve from server--- 2 min - 3 min
Print or email documents ------------------------ 2 min - 5 min

Total Time 4 min - 8 min
(Assume $10.00 / hr salary and benefits) $.66 - $1.33 / occurrence

Expense of Storing Paper Files Verses Electronic File Storage

Paper Storage Expenses
(personal storage unit)

4.6 cents per month 55.2 cents per year (150 page files)
Storage boxes ($7.50 / 20 files) 37.5 cents per file
Destruction cost after retention period. 60 cents per file
Labor cost ?

Total Cost per File (5 year retention period) $3.72 + Labor


Paper Storage Expense
(third party storage facility)

Enter file into storage $1.25 - $1.30
Storage boxes ($7.50 / 20 files) 37.5 cents per file
6 cents per month 72 cents per year
Destruction cost after retention period 60 cents
Labor cost ?

Total Cost per File (five year retention period) $5.18 - $5.28 +Labor
(Retrieval charge of $25 -$40 per occurrence)

Electronic File Storage or Documet Scanning

Scanning expense (average) $5.00 - $6.00
Labor cost $0
Storage boxes $0
Destruction cost $0

Total Cost per File (Lifetime retention) $2.00 - $6.00

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To maintain the most powerful fighting force in the world, the U.S. Army Accessions Command (USAAC), the Army's combined recruitment and training division, needs to follow each recruit closely, from acceptance to training to initial posting. And at each step of the process, documents pile up—about 18 million per year, according to Gary Bishop, USAAC's chief of Web Applications and Technologies.

Because of the time, money, and storage space required to maintain documents manually, the USAAC began marching in the direction of an entirely new, online recruiting strategy. "By creating a paperless environment, we felt we could improve the integrity of our data as well as reduce the amount of paper we were storing," says Bishop. "With electronic document management, we're sure we're dealing with the latest document and can validate certain information interactively. We are also impressing our recruits—who observe our procedures firsthand—with the fact that the Army is a modern, efficient organization, not an old-fashioned bureaucracy."

To meet its challenges, the USAAC turned to Sun iForce Partner Documentum, Inc., to provide secure enterprise content management with version control, life cycle management, and electronic signature capabilities—and the ability to meet the U.S. Department of Defense's stringent 5015.2 record-keeping certification standard. And the USAAC opted to run it all on Sun StorEdge arrays, including the Sun StorEdge 3960 system (recently upgraded to the Sun StorEdge 6320 system), Sun StorEdge L700 tape library, Sun StorEdge Availability Suite Software, and Sun StorEdge Utilization Suite Software with Sun StorEdge SAM-FS software.

CONTENT MANAGEMENT ADDED TO IRAQ MILITARY PORTAL

The U.S. military deploys Xythos Software's WebFile Server to improve the ability of soldiers stationed in Iraq to share information.
Information Week

by Larry Greenemeier

March 30, 2004 - For the U.S. military and its allies stationed in Iraq, information plays a key role in battlefield decision making. To improve the military's ability to share information in Iraq, U.S. Joint Forces Command in this month integrated open, Web-based document- and file-management software into an existing collaboration portal known as the Cross Domain Collaborative Information Environment.

Before the deployment of Xythos Software's WebFile Server, the only way for personnel stationed in Iraq to share files outside their unit was to E-mail them or to copy the file to a Web server and make it accessible via a Web page, says Boyd Fletcher, prototype development lead engineer for Joint Forces Command's J9 Joint Experimentation Directorate. JFCOM, one of the Defense Department's nine unified commands, tested the software before adding it to the collaborative information environment portal, which is used by the United States and several of its multinational allies in Iraq.

The Defense Department sees document and content management in terms of information management, which can include anything from an operational plan to a file captured from the enemy, says Herbert Strauss, a Gartner VP and principal national security analyst. By better organizing this information and providing broad, yet secure, access, the military has the ability to provide its commanders and their allies with information crucial to their mission.

WebFile Server provides access controls that let authorized officers and field personnel read, write, and delete documents. Because the document-management system, which will be used by about 5,000 people, is Web-based, it can be extended out to soldiers operating throughout Iraq's combat zones, says Fletcher, who last week returned from the implementation effort in Iraq. The document-management system had to be Web-based because "we didn't want to have to install client software on thousands and thousands of machines," he adds.

The key to the new software's success is its ability to interact with any software that's WebDav-enabled. WebDav, short for Web Distributed Authoring and Versioning, is a set of extensions to the HTTP protocol that allows users to collaboratively edit and manage files on remote Web servers. Although U.S. military personnel can access the document-management system from the states, the heart of the system, including the databases where documents are stored, is run out of Iraq.

"The users in country needed a way to manage their information," Fletcher says. "In the past, a lot of document standards were based upon proprietary interfaces to documents. We wanted something that was entirely standards-based."

The collaborative information environment portal into which WebFile Server fits is notable for its use of open-source and open-standards technology. The portal was built using the Exo open-source platform. Other components include Java Specification Request 168, which enables interoperability between portlet applications and portals; the Web Services for Remote Portlets specification, which defines the Web-services interfaces and semantics for interactive, presentation-oriented content services; and Extensible Messaging and Presence Protocol, a set of open-source XML streaming protocols created by the Jabber Software Foundation for instant messaging.

JFCOM's use of technology based on open standards, even open source, indicates an aggressiveness to deploy new technology, Strauss says. The role of information management has been elevated throughout the military as a result of the current war effort, which encompasses military action in Iraq and Afghanistan as well as a borderless campaign against terrorists worldwide, he adds, saying, "There's far more attention paid to the ability to share information with agility than ever before."

Q: My files are messy, how should I prepare them?
Q: How will you label my files?
Q: How do my files get back on my system?
Q: What about my new files?
Q: Can the CD data be altered?
Q: How Much? Can I see a demo?
Q: What industries are using document imaging?

Call Don DiPlacido at 205-822-6886 for a personalized demonstration using your own data.

" Did You Know? "

• 90% of corporate memory exists on paper.
• Of pages that get handled in the office, 90% are merely shuffled.
• The average document gets copied 19 times.
• Companies spend $20.00 in labor to file a document. $ 120.00 in labor to find a misfiled document, and $ 220.00 in labor to produce a lost document.
• 7.5 % of all documents get lost, 3 % of the remainder get misfiled.
• Professionals spend 5-15 % of their time reading information but 50 % looking for it.
• 4 Trillion paper documents are in the US alone, growing at a rate of 22 % per year.

Typical document management systems have the user scan in the original paper document, and store the image of the document in the document management system. The image is often given a name containing the date and the user is often asked to type in additional "tags" in order to make finding the image easier. Slightly more advanced versions also perform an OCR on the image, storing the text along with the image. Although most OCR systems are notoriously inaccurate, even a few correct words scanned off the page can eliminate the need for the user to type in their own tags.

Once the document is stored, it is typically retrieved using an application that is aware of the way the tags (or scanned text) and image are related. That way when you search for "invoice", opening the document will in fact open the original image.

Document management systems can save a tremendous amount of time, even in cases with small numbers of documents, like home bill payment or personal tax preparation. It is somewhat odd that they aren't more widely used, but some of this is likely the fault of the scanning step. Many systems include their own high-speed black and white scanner to make this step as easy as possible, or can incorporate existing office MFPs.Storing electronic documents is somewhat different but follows the same principle. Here, every kind of internal documentation of somebody (typically a company or corporation) is both written and stored electronically. Printed copies of documents need not even be produced, and documents may be electronically signed.

Electronic document management systems typically include a workflow model for certifying and electronically signing documents.Electronic document management systems can be extended to support requirements under the HIPAA (Health Insurance Portability and Accountability Act of 1996) and Sarbanes-Oxley Act of 2002 by addition of digital rights management controls including real-time network/application/file monitoring and policy control. This gives auditors, administrators and directors documented evidence of internal controls that communicate, store, and protect documents and allows unalterable logs or databases of who has accessed which pieces of information, where and when. It also gives fine-grained control of who can access, view, print or forward any particular document or group of documents.

Typical file management systems have the user scan in the original paper file, and store the image of the file in the file management system. The image is often given a name containing the date and the user is often asked to type in additional "tags" in order to make finding the image easier.

Slightly more advanced versions also perform an OCR on the image, storing the text along with the image. Although most OCR systems are notoriously inaccurate, even a few correct words scanned off the page can eliminate the need for the user to type in their own tags.

Once the file is stored, it is typically retrieved using an application that is aware of the way the tags (or scanned text) and image are related. That way when you search for "invoice", opening the file will in fact open the original image.

File management systems can save a tremendous amount of time, even in cases with small numbers of files, like home bill payment or personal tax preparation. It is somewhat odd that they aren't more widely used, but some of this is likely the fault of the scanning step. Many systems include their own high-speed black and white scanner to make this step as easy as possible, or can incorporate existing office MFPs.

Storing electronic files is somewhat different but follows the same principle. Here, every kind of internal documentation of somebody (typically a company or corporation) is both written and stored electronically. Printed copies of files need not even be produced, and files may be electronically signed.

Electronic file management systems typically include a workflow model for certifying and electronically signing files.

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Electronic file management systems can be extended to support requirements under the HIPAA (Health Insurance Portability and Accountability Act of 1996) and Sarbanes-Oxley Act of 2002 by addition of digital rights management controls including real-time network/application/file monitoring and policy control. This gives auditors, administrators and directors fileed evidence of internal controls that communicate, store, and protect files and allows unalterable logs or databases of who has accessed which pieces of information, where and when. It also gives fine-grained control of who can access, view, print or forward any particular file or group of files.

I'm Interested: Tell Me More!

Frequently Asked Questions

Q: What if my files are a mess? What do I need to do to get them ready for scanning?

A: You don't have to do anything to your files! We scan them as they are. Notes on the file covers, sticky notes, etc...will be scanned as well. No information will be lost or overlooked.

Q: How do you know how to label my files so I can find them in my system?

A: Indexing can be done in several different ways and we will consult with you before processing any of your files. The indexing is customized to match your current filing methods.

Q: How do the files get into our system so we can access them?

A: After we have scanned the files, we'll transfer the data to a CD which contains images of all pages of each individual file. The CD can be read in a CD-ROM drive, saved to a computer hard drive, or hosted on a network. If you have a network, everybody can access the same data at the same time.

Q: What happens after all the old stuff is on CD? We are making new files and adding paperwork everyday. Won't there be a gap?

A: Old data is stored and archived on seperate CDs. Your current workflow documents will be periodically converted to digital files as your situation dictates.

Q: What kind of Data Security is there? Could someone change the data in a scanned file?

A: Good Question! NOBODY will be able to alter any data on your CD's. All data will be converted to PDF, which keeps anyone from adding or deleting any data.

Q: How much does it cost and can you do a sample of our archives so we can try it out first?

A: In order to give you a detailed quote, we will gladly create a trial-sized demo CD of you actual files digitally converted with no obligation to you. Based on your demo file we'll determine what we'll change for the complete project.

Q: What are the industries that use your services?

A: We serve many industries, including:
- Realtors
- Builders
- Developers
- Architects
- Contractors
- Mortgage Companies
- Auto dealers
- Universities & Colleges
- Doctors - HIPPAA compliance, our document management solution is perfect for patient records.

For answers to YOUR questions, call 205-822-6886 or E-mail us.

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