SCAN

There are several different process methods for managing your documents before and after scanning to IMS. Some documents may be part of a packet or file to be completed upon a final project, sale, service, or release of a patient from a hospital. You may choose to scan this packet upon completion or scan-as-you-go. This of course is a personal preference, although we would suggest scanning-as-you go in most cases. If you scan documents as they are received, then everyone will have access to this information instantly; which prevents wasted time of looking to see where the file is if not in the filing cabinet. If a file must be noted, signed, or manipulated in some way, this can be performed digitally and continue to be a digital file. If preferred, you may also print this document and scan back to IMS by amending to the original. If choosing to scan-as-you-go, a great amount of time and printed cost may be prevented.

Scanning paper is the most common concept, but if you realize how you manage your digital files, you will quickly discover how IMS can improve your current filing methods. When digital files are hidden within a spider web of files within sub files and someone mistyped the file name, saved to the wrong network file, or chose a different place to save the file than you would have chosen then you now have a time consuming situation of finding or recreating this digital file/document. Just as every paper document has defining characteristics, your digital files usually are the same. With IMS you can now import any digital file (Excel, WORD, PowerPoint, Video, Audio, emails) and define several fields of search criteria.

 Importing digital files into IMS helps to find them faster, prevents loss, keeps co-workers using the identical filing method, and tracks any changes made to a digital file using the Audit feature. If an employee abruptly leaves the company and you have to search his or her computer looking for files, this could take a great amount of time; it may serve to be useless for not knowing where to find something or even not knowing if this digital file is the latest version or has been altered/manipulated. This employee could even perform a malicious act and destroy or manipulate information that could greatly affect your business with customers or internal issues. NOTE: Contact your Authorized Reseller for more information as to how you may utilize IMS for protecting your companies information. Also, ask for more information about our integrated partner products that offer much more advanced features in this regard.

Once documents and digital files have been retrieved within IMS, several functions may be performed. You may choose to only view the document for its contents. You may need to apply a note (see annotations section for notes, arrows, redactions) or alter the image in some way. This file may also be printed to any printer available to your environment. If using a compatible email client, you may email directly out of IMS to a customer or co-worker. Printing paper can be prevented when needing to fax this document, by simply faxing directly out of IMS. Faxing requires third party equipment similar to a fax board on your computer, fax-server, or even a copier with fax from PC capability. Last, you may choose to archive to a laptop for out-of-office access or back up to a memory storage source (Hard Drive, MOS, Compact Disc, DVD, WORM) for disaster recovery prevention.