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— WHAT ARE KEY WORDS?
—
Key Words are specific identifying words that are
inserted into a PDF file. These key words should
be file specific (i.e. "1996 Tax Records")
to aid in searching.
— HOW
WILL KEY WORDS AID IN ARCHIVING? —
Adding Key Words to a PDF file allows for increased
search capability. Instead of just searching for
a specific file name, a search based on file name
and Key Word (or several key words) will yield a
more specific result. For example, you may have
several customers imaged tax files for 1996. Each
file could contain the customers name as a key word.
— HOW
DO I SEARCH FOR AND RETRIEVE MY IMAGED FILES? —
The
are a full range of solutions ranging from the very
simple and inexpensive to the very complex and expensive.
The simplest solution is "Smart" Indexing
& File Naming as described above. There are
a number of software based search and retrieval
solutions available. These software solutions use
Optical Character Recognition technology to aid
in search and retrieval. Twin Imaging Technology
can help you come up with the best and most cost
effective archival/search and retrieval solution.
—
WHAT IS ENTERPRISE CONTENT MANAGEMENT? —
Enterprise Content Management (ECM) encompasses
all data and information that can be found on your
intranet (local area network). ECM evaluates and
provides solutions for retrieving, manipulating,
managing data on your enterprise system.
Data on an enterprise can be defined as any file,
software, soft copy, etc. that is stored on the
server or individual hard drive. The following list
describes "soft data" that can be accessed
on an intranet:
 •
Spreadsheets (data collection, quality metrics,
logs)
•
Word processing documents (controlled specifications,
memos, reports, etc.)
•
PowerPoint presentations
•
PDF files (archived documents, downloaded documents,
transmitted files)
•
Other Data (AutoCAD drawings, MS Project files,
VISIO, etc.)
In additional to all of this "soft data"
there is the traditional hard data which can be
scanned and converted:
•
Lab Notebooks
•
Logs (Source Inspection log, Equipment PM logs,
Training logs)
•
Incoming Inspection Documentation
•
Lot History Documentation
•
Regulations and Guidelines (FDA, ISO, ASME, ASTM,
etc.)
•
Meeting Minutes
•
HR Records (personnel records, benefits information
and forms, etc.)
•
Video (VHS, other formats)
•
Photos (pictures, negatives, slides)
— WILL I NEED SPECIAL
SOFTWARE FOR SEARCH AND RETRIEVAL? —
Special
software is not required for search and retrieval.
However, based on the quantity and complexity (i.e.
various types of documents) of the documents to be
imaged, a software search and retrieval solution may
be advisable to increase efficiency and enhance Return
On Investment (ROI). Twin Imaging Technology can recommend
and help your organization determine the best and
most cost effective archival/search and retrieval
solution.
— HOW LONG
WILL CDs CONTAINING THE IMAGED DATA WILL LAST? —
The general industry accepted guideline is 100 years
for CD-Rs. This will vary due to storage and handling
conditions.
— WILL
I NEED A SERVER OR EXPENSIVE STORAGE DEVICES? —
Home based and small businesses should not require
an additional server or expensive storage devices.
Extra hard drive space may be required based on the
quantity of documents imaged. Larger enterprise imaging
solutions will need to have their storage and server
requirements evaluated to accommodate additional imaged
files.
— CAN I
ACCESS MY DATA OFF-SITE? —
This
can depend on how you want to access the imaged files.
You will need to consult with your IT representative
regarding dial up access and/or Internet access to
your main server.
— CAN I ACCESS MY DATA
FROM THE INTERNET? —
Currently, Twin Imaging Technology does not offer
data hosting services. These services are offered
from a number of providers. You will also need to
consult with your IT representative as Internet access
to your servers may be available. Twin Imaging Technology
can provide consulting services to help your organization
determine the best and most cost effective access
to your data via the Internet.
— HOW CAN
I ACCESS THE IMAGED FILES ON MY COMPANY'S INTRANET?
—
The imaged files contained on the CD provided by Twin
Imaging Technology can be copied and pasted into your
hard drive/server. Once the imaged files are stored
on your hard drive/serve, access to these files is
a simple as opening any other file (i.e. double click
of a mouse button).
— HOW DO
I PREVENT UNAUTHORIZED ACCESS TO MY IMAGED FILES?
—
No information
and/or images contained in any documents that Twin
IKeep the CD containing the imaged files in a secure
location. Additionally, the imaged files stored on
your hard drive/server have all the password protection
security features available through your particular
computers operating system (i.e. Windows XP, OS X,
etc.).
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