Q:  Our firm plans to image all active customer files.  Should each department do its own scanning, or should we centralize the scanning operation?
A:  Centralized scanning is the best option, but departmental scanning can be very beneficial specifically in a remote environment.
  
Q:  Can I apply user security based on a document type?
A:  Yes, document security is easy;  this can be done in two ways, either by assigning users to different projects or by setting up document level security based.  Document level security is accomplished by setting up groups, granting access based on any one of the index fields established, and assigning users to those groups.
 
Q:  Should we image closed files to save space?
A:  Imaging old files that are not frequently accessed are usually not a good investment.  It makes more sense to balance costs involved in imaging against costs to store old files with an out sourced vendor.
 

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Q:  Can I implement a storage solution in just my department and then expand to other departments?
A:  Storage can be easily piloted in one area, then implemented and expanded as needed.  There are no restrictions as to the number of scanning stations, the number of users/viewers or the number of images processed.
 
Q:  How far back should we go in doing back file conversion?
A:  It depends on the files’ retrieval patterns over time.  References to payables, for example, occur for about six months after invoices arrive, so a year’s back file is usually enough.  However, pension files are retrieved anytime regardless of their age.  The decision is to either image the entire back file or go day-forward and image back files as they are retrieved. 

Click here for direct answers to any additional specific questions you may have regarding document security, or other concerns.

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