What exactly is the hidden, untapped value of organizational data that right now is sitting in mounds of inaccessible paper archives, electronic files, and even legacy data spread across multiple servers in different locations? And what if all these documents could be converted to fully searchable electronic files available to anyone in the organization that has access to an Internet browser?

1. THE EVOLUTION OF DATA STORAGE
Converting Paper and Digital Documents into Searchable,
Internet- Accessible Files Streamlining Workflow
By; Diane Mitol

2. What exactly is the hidden,
untapped value of
organizational data that right
now is sitting in mounds of
inaccessible paper archives,
electronic files, and even
legacy data spread across
multiple servers in different
locations?
And what if all these
documents could be converted
to fully searchable electronic
files available to anyone in the
organization that has access to
an Internet browser?

3. Many industries, including financial services, legal, government,
healthcare, and medical are paper-intensive organizations have a
need, regulation, or even legal obligation to retain large volumes of
paper documents.
However, there is a tremendous cost in maintaining and storing these
files. This includes the space required, the filing and storage systems
(including high density options), filing and file maintenance, or sending
documents by courier. Another option is paying a service to maintain,
store and deliver paper documents upon request from off-site locations.

4. There’s also the potential
earnings that could be
unlocked if these documents
were accessible – particularly
when the organization has
many locations or off-site
workers.
What if this information was
suddenly available to the
organization?
What could be accomplished?
How much profit could be
made?
What efficiencies could be
achieved?

5. Fortunately, storing mass volumes of paper documents is taking a backseat to
a better solution: converting the organization’s paper archives into fully
searchable electronic files that the entire organization can utilize.
Better yet, now there are valuable services that can work with an organization
to take the newly available data and customize it to improve the management
and workflow of the organization.
.

6. The Evolution of Document Management
To understand the evolution of document management, it is important
to understand the basic concepts behind each new development in the
chain.
Today, using high speed digital scanners or even a local scanning
service to do it for you, the information in hard copy files can be quickly
and easily converted to electronic files. The latest equipment, for
example, can scan at a rate of over 10,000 scans per hour.

7. Using advanced OCR (optical character recognition)
technology these electronic files can be converted so as
to be searched by programs that work much in the same
way Google does. Anyone in the organization with a
browser can search by keyword, date, or other criteria
and the relevant results will pop up.
The next step involves taking the organization’s data
and putting it into the “Cloud” – a term that essentially
means the information resides somewhere in the
nebulous Internet ether on well-protected, redundantly
backed up and secure servers located elsewhere and run
by a service that specializes in such things.
By moving paper documents to the Cloud, companies
have less clutter and readily accessible and searchable
documents available to anyone, anywhere, with a web
browser, no need for extensive IT infrastructure or
maintenance expenses, and the peace-of-mind that the
information is properly protected, secured and
backed up with multiple redundancies.

8. It also means that the information is retrievable in many of the myriad
of file formats in existence today, including those that are obscure or
obsolete. In this manner, the system can tie into legacy mainframe or
other server data as well, unlocking valuable electronic information that
may have also been hard to access – much in much the same way as a
paper document.
However, simply getting the
information to the Cloud and
making it searchable is only
part of the promise of today’s
technology.
The most significant development involves services such as iCloud DOCS,
powered by CADCAM, which not only helps an organization scan and move its
document information to the Cloud, but then takes the next step in the
document management evolution: working with the organization to adapt
the mass of newly available data to meet its needs.

9. The iCloud DOCS- Cloud solution excels in creating complex workflows
from one step to hundreds of steps in a matter of minutes for any
industry, in maintaining transparent audit trails, and delivering more
information and tracking for managers to review and monitor processes
that might span multiple people at multiple locations.
The options are extensive and not limited to these examples.
If the processes of converting
mountains of paper archives to
integrated systems that help a
company do business sounds
like an expensive, daunting
task, it isn’t. Services like
iCloud DOCS- are built around
reasonable set-up fees and
scalable, monthly subscription For more information about iCloud
rates through the latest SaaS DOCS, contact (817) 400-6403 or visit
(Software-as-a-Service) options. www.i-cloudinc.com.
*An iCloud Inc. & CAD|CAM Services Inc. Offering