Getting Started
The following information will provide you with details about the advantages of using document imaging, the process to get started with this service, and the security involved.
Advantages
Reduced cost associated with paper
- Storing, copying, filing, and distributing
Increased office space
- Physical storage is a necessity of the past
Ease of document retrieval
Simultaneous viewing
Maintained integrity of documents
- No document degradation or threat of disaster
Go green
- Less paper being printed
Continual service or initial startup
- We provide the equipment, personnel, experience and processes to image documents
- Users have the option to purchase these and continue the process in house
Process
We will have a consultation with your department to identify specific needs for document retrieval.
A repository will be set up
The documents will be prepared (removing staples and paper clips, unfolding pages, moving notes) - this can change the price per scan
A test batch will be imaged for your department to verify to ensure it meets your needs
The documents will be imaged and the image quality and accuracy of indexing will be verified.
Process paperwork for document destruction.
Documents will be shredded in our office and then picked up by Physical Plant.
Security
Access rights are set up initially with department head authorization
Documents accessed at http://docimage.okstate.edu
Log-in using O-Key account
Back up on OSU IT servers