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Companies really need to look at their short and long term goals of a Document Management System before choosing a file format. If you are having your documents scanned by a vendor and you are planning on uploading scanned images into a Document Management System, then you may need tagged Image File Format (TIFF) Documents that allow for easy uploading. The TIFF format offers compression to generate a controllable image size. If you are planning on putting your Documents on a Shared Network Drive for distribution inside and outside of your company, then you should want “Searchable” Portable Document Format (PDF) Documents. A PDF file is an exact replica of its paper counterpart and cannot be altered without leaving an Electronic Footprint. Most people are familiar with PDF documents and multiple users can simultaneously view a PDF document using Adobe Acrobat Reader, which a free software. By using a PDF format, you are assured your electronic documents will not become obsolete because a PDF document created in one platform such as Windows can be read in another platform such as UNIX or Macintosh. For an Electronic Image to be admissible in a Court of Law, it must be kept in a file format that cannot be altered without leaving an electronic footprint, which the U.S. Federal Government is the largest user of PDF technology.
Document Scanning is the process of converting paper documents into electronic image format using Document Scanning Software and High-Speed Document Scanners. These images can then be indexed and stored in a Document Storage System which gives people the ability to search through millions of documents for one page in a matter of seconds.Any type of document that can be scanned, this includes: documents, books, pictures, posters, brochures, etc. As companies move towards managing more and more electronic images, they must develop a Document Management System that will best suit their needs. However, it is not enough to have a Document Imaging System; it must also be maintained. One of the responsibilities in the implementation and ongoing administration of a Document Imaging System are to provide educated guesses of the amount of storage the company will need.Before a company decides to start scanning all their documents to CD, DVD or to a server, here are some things to consider when assessing, planning, designing, and implementing a document management system for their work environment.
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