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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

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