Scanning
The process of converting paper documents onto a computer. This is done by placing a document on a flatbed scanner or placing a stack of documents on a high speed scanner equipped with an Automatic Document Feeder and scanning them into the computer. The most common format for documents is "tif" and for pictures "jpg".
RW Technologies uses a proprietary computer program (RW Scanning) for scanning documents giving control of the naming of the scanned document as well as branding or bates stamping of the documents. The RW Scanning program stores the documents in folders on the computer's hard drive or to a network where the computer resides. Documents can be scanned in either black and white, gray scale or color.
The RW Scanning program also has the ability to insert entries into the DM Edit program and can create database ties for documents that are associated with each other. For example, if a document is made up of 5 pages, these pages will be scanned as separate document pages but are associated with each other.
Indexing
The process of entering information about the document into a database allowing later retrieval, filtering and queries. DM Edit is a proprietary program that steps you through indexing of documents using Microsoft Access Databases. It takes the data entered and organizes it into projects collecting their various types (correspondence, change orders, etc.). It also supports the assignment of issues to the documents (concrete work, tax information, etc.).
Queries against the database can be performed that will help you zoom in on a small list of documents that qualify. Zoom and pan features allow you to look at any area of the document. The query dialog looks like this:
Perhaps you want to find all documents that John Doe new about with an issue of concrete. The Query dialog and it's advanced feature allows you to perform such a query. Perhaps you want to find all of your tax documents between the years of 2000 and 2007. With DM Edit you can perform the query and print out a list of the results or print the individual pages you find.
RW Technologies can help you with your scanning/indexing needs. Scan the files contained in all of those filing cabinets and free up your office space or storage area and make those documents available on-line. Copies of the CD/DVD disks can be stored off-site in a bank vault or other storage location in case of emergency (fire, earthquake, flood, etc.).
RW Technologies provides the service of scanning/indexing documents. We can do it either at our site or yours quckly and efficiently. If you prefer to do it yourself but would like to purchase the equipment and software necessary to accomplish it, along with training please let us know.
For more information please contact:
Ron Wilkinson
(801)419-7030
ron@TechRW.com
