OPTICAL ARCHIVING

Why optical archiving?

Many companies and institutions during their everyday activity face the problem of increasing amount of paper documents. Getting to the necessary information becomes more and more difficult and time consuming and sometimes even impossible due to dispersed localization or physical destruction of the document.

All problems described above can be solved by own optical archive, where instead of original documents their optical copies are used. The advantages of archiving are as follows:

possibility of quick localization of documents using diverse criteria
possibility of working with one document by many persons at the same time
possibility of finding documents using related searching that enables us, for example, to find all documents of the same customer
controlled access to documents- possibility of searching the archive is granted only to personnel with relevant level of authorization

How to create an optical archive?

Paper documents are converted into optical copy during the scanning process.

Subsequently, index data that is used in searching for documents is added to images created as a result of this process. As index may be considered any data indicated by the Client but in most cases it is name, surname, contract number or other specific data enabling to find the searched document.

Data described in this way is sent to an application installed at the client’s office. There is an option of exporting data to an established format and then import into an existing application.