Document Imaging and
By: John Van Fossen
What is Document Imaging?
• Conversion of Paper Documents into Electronic
• Computer Originated documents can be …
•edited and shared simultaneously
•distributed over computer networks worldwide
Most document imaging systems have
five basic components:
1. Scanning and importing tools to bring
documents into the system
2. Methods for archiving and storing documents
3. Indexing systems to organize documents
4. Retrieval tools to find documents
5. Access control to provide documents to
There are three primary methods of bringing
files into a document imaging system:
• Scanning, for paper files
• Conversion, for creating unalterable images of
• Importation, for creating modifiable versions of
Figure 1. Processing Steps in the Conversion from
Paper to Electronic Form
Figure 2. Diagram of a typical desktop scanner
employing a linear CCD on a moving stage
There are five storage options:
• Magnetic Media
• Magneto-Optical Storage
• Compact Disks
Figure 4. The meaning of spatial sampling
frequency and quantization:
Much like paper documents in an office that are
labeled, sorted, indexed, stapled, placed in
folders and filed in a cabinet to make retrieval of
electronic document must be indexed for ease of
retrieval and use.
Three Methods for Indexing are:
1. Indexing Fields
2. Full-Text Indexing
3. Folder/File Structure
1. Broad Availability
2. Comprehensive Security
Buildings and Planning
Just a short list of GET Imaging's
Lawrence Livermore Kerr McGee Corporation
Laboratory Federal Aviation Administration
General Electric National Weather Service
Boeing First American Title & Trust Co.
Lucent Technologies Oklahoma Bar Association
Raytheon Aircraft Oklahoma City University
Harvard Medical School Commercial Law Group
University of Oklahoma Day Edwards
University of California City of Stillwater
Shelter Insurance Companies PACCAR, Inc.
State of North Carolina Lord Bissell & Brook
State of Colorado Diagnostic Laboratories
State of Oklahoma Oklahoma Board of Nursing
Ellis Island Foundation
Legal Aspects of Document Imaging and Processing:
Records management is a vehicle to reduce litigation costs,
especially in the area of discovery. By simply reducing the
total volume of records in an organization through an effective
records retention program, the organization can reduce the
cost of future discovery by reducing the volume of records
subject to review.
Legal aspects of electronic imaging deal with
two principal legal issues:
• The admissibility of electronic images and
derived hardcopy in legal and administrative
• The procedural and operational foundations for
the trustworthiness of any computer data
compilation, image data included.
Uniform Photographic Copies of Business and
Public Records Act (UPA) and Uniform Rules of
The UPA, which reflects the Federal Business Records Act,
affirms the use in judicial or administrative actions of photocopies,
microfilm, and other methods of reproducing originals as if these
copies were originals.
One key to the copy serving as the original is that the copy
must have been made in the course of business.
Electronic Imaging systems can “accurately reproduce” the
original and are thus widely regarded as qualifying as an “other
method” referred to in the UPA.
The UPA also grants the right to destroy the original and rely
solely upon the duplicate.
A duplicate is admissible to the same extent as an
• A genuine question is raised as to the authenticity of the
• In the circumstances it would be unfair to admit the
duplicate in lieu of the original.
Record Management Program
For document imaging and processing to be effective and
considered legally sound the organization structure must
meet the following needs:
Sufficient authority or power
Interest in the subject matter
Reasons to provide an alternative to paper:
• Save up to $150 for every form used by your workers.
• Reduce submission/approval time by 500% or more.
• Keep track of forms in process and eliminate the costs
associated with lost forms.
• 86% of all corporate information is contained in paper
• White-collar workers spend 70% of their time
Agencies Explore the Use of Document Imaging in
Automated FOIA Processing:
The FBI’s program for automated FOIA processing involves an electronic
imaging system at FBI Headquarters and all field offices.
•This system allows for the FBI to delete words electronically rather than
“browning out” information with a marking pen or using some other manual
•The CIA has developed an electronic imaging system known as MORI.
According to the CIA, “Imaging technology will greatly facilitate the
redaction of documents. We can print out a black-out copy of a document for
the requester, a gray-out copy for the court, or even a full-text version.”
•The Department of Energy has implemented like technology. This
technology enables the Dept. of Energy to be faster and more efficient in
releasing, storing, and tracking information requested under the FOIA. One
of the most frequently requested information is on the subject of human
The Decision and Development Process:
1. Type of imaging and document
2. Purpose of the Project?
3. Level of commitment Required?
4. What do we hope to achieve?
5. Available Funds?
1. Develop Business Rules and documentation
2. Time Line for implementation
3. Review vendors for bids and submit RFP
(Request for Proposal)
* Customization, flexibility, and requirements
* Equipment Requirements
* Ease of incorporation into current environment
* Vendor strength (reference checks)
* Ease of use
* Implementation and ongoing support
Benefits to Document Imaging and Forms Processing:
1. Minimizes storage, retrieval and work flow management
2. Cost savings on data entry, filing and personnel
3. Operational efficiencies (minimizes errors, quick
retrieval, and is not labor intensive)
4. Customer Service efficiencies
5. Reduction in volume of paper and need to photocopy
6. Sharing of information quickly and to several individuals
7. Secure documents electronically minimize loss due to
damage or disaster
Get Imaging, www.GetImaging.com