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Integrated
Document
Solutions
Imaging Solutions
The use
of scanning and imaging is rapidly becoming the
"conversion preferred method" of most agencies.
Scanning is the process of
converting paper documents into digital images and index
data. Imaged data allows for on-line retrieval of
information and efficient data storage.
- FTP Images for Quality
Cleanup
Send your images to us. We will provide document clean
up, examining each document to ensure clear, valid
information. Indexes can be provided for easy retrieval.
- Joint Image Solution
Development
We will work closely with you to determine your specific
imaging needs. From initial forms design, to actual
set-up and maintenance, we build solutions compatible
with your existing framework.
- Archive Document
Storage
Images can be exported for long term storage and
archived to a permanent database. This is typically
stored on CD's, optical jukebox, or in an on-site server
database.
- Put your Documents
On-line
Make your forms available "on-line". Our forms design
team can help you with new forms or existing forms.
Microfilm
The
Division of Central Services, IDS currently offers a
full range of micrographic services.
Pros and Cons of Microfilm
Microfilm services include 16mm, 35mm, rotary, planetary
and fiche filming, processing and silver and diazo
duplication. In addition to these services, the unit
also provides document preparation and destruction,
jacket insertion, aperature card mounting, film
inspection, editing and film repair. All documents are
filmed to archival standards as prescribed by the
Division of Information Technologies’ Information and
Archival Services. Each roll of film is certified for
possible evidentiary use and the original silver rolls
are routinely deposited with the State Archivist as a
permanent legal record.
The IDS also supports computer-assisted-microfilm (CAR)
retrieval systems. CAR retrieval started in the 1960’s
but really came alive in the late 70’s and early 80’s.
When documents are filmed the camera places a blip at
the bottom of designated exposures for the computer to
read. This blipped document is then indexed in the
computer’s database. The retrieval system uses the
computer index to quickly locate microfilmed images. Any
document can be easily retrieved in a matter of seconds
from millions of documents stored in a small space.
Computer-output-microfilm (COM) is another form of
micrographics utilized by state agencies. The Division
of Information Technologies’ Computing Center currently
uses an awarded vendor to process a variety of computer
generated documents. These documents are electronically
transferred to the vendor to be generated on microfiche.
Many COFRS reports are generated in this manner.
Benefits of microfilming are the protection against fire
and loss and also provide security against theft of
irreplaceable records. Microfilming also provides
additional space and reduces the number of files and of
employees necessary to maintain and utilize extensive
paper files. Records reduced to microfilm occupy as
little as 2% of space required for the original paper
documents.
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