The Evolution of Document Imaging
by Donny Barstow
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Historically speaking, records-management systems approached their job from either an archival perspective or a retrieval perspective. Archival systems prided themselves on preserving documents for 100 years and saving space; however, anyone who has ever searched through rolls of microfilm or boxes of microfiche knows the difficulty of retrieving specific documents. Retrieval systems, on the other hand, did not have the benefit of proven 100-year technology, so they could not make a similar claim to the archival systems. Rather, they touted the ease of retrieving and reusing the documents in their systems.
From these two seemingly irreconcilable perspectives emerged the modern-day imaging systems. Such systems use technology to blend the durability of archival systems with the power of retrieval systems. For example, they can store standard TIFF images on an optical CD-ROM, but also convert the TIFF image to a text file that is indexed and can be searched.
Document Imaging – Warts from the Past
Early electronic-document imaging consisted primarily of scanning records to disc, hard drives, CDs, etc., and making information available to others in a searchable format. This early version of document imaging appeared to have many advantages over the traditional microfilm process, but many early adopters of this new technology were disappointed by latent shortcomings. Chief among them were proprietary formats, expensive electronic storage, and prohibitively expensive scanning equipment.
Horror stories abound of information being locked into a proprietary system and rendered irretrievable as systems evolved. Unfortunately, many local governments experienced these warts firsthand.
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Document Management – Present
Document imaging evolved into “document management.” Database technology, Web modules, audit modules, work-flow modules and many other features were added to the conventional document-imaging packages. Not only can documents now be scanned in a nonproprietary format, but they also are automatically indexed and converted to alternate formats “on the fly.” Thus, documents are no longer trapped in proprietary systems, and they are more easily retrieved and presented in the format best suited to the user.
Digital Records Management – The Future
Future records-management systems must accommodate the variety of mediums in which documents are created, submitted and received, and meld them into a comprehensive and useable collection. Additionally, records-retention schedules will become even more important. Regulatory-compliance issues facing government, and vendors’ reactions to meet those requirements, are driving systems toward a “total solution.” Such systems will include e-mail archival, audit capabilities and retention-schedule management modules. Not only will the system be able to track electronic data and the retention periods that apply, but it also will track physical items such as inventory.
In preparation for the move toward “digital records management” systems, MCCi is developing a records-retention handbook for local governments. A copy will be available soon from the company’s Web site: www.mccinnovations.com.
Donny Barstow is sales manager for technology company MCCi. He can be contacted via e-mail, or by phone at 1-(800) 262-2633, ext. 599.
Reprinted from Quality Cities May/June 2004
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