Guidelines For Determining If a Stand-Alone Imaging System Is the Best Choice for You

by Alan Kowlowitz
Archives Technical Information Series #20
1999

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Many state and local government agencies are investigating ways to redesign business processes to improve services and operations. Records are an integral part of business processes, and most attempts to improve services involve rethinking the way records are created and managed. Most documents created by or filed with governments are produced on paper. Digital imaging systems allow for the capture, storage, indexing, retrieval, distribution, and display of an electronic image of the original document. Therefore, such systems are often considered an attractive technology solution for a variety of records management problems.

Appropriately implemented imaging systems can help government agencies improve records access and retrieval, ensure file completeness, automate work flow, and integrate paper-based documents with electronically based information such as spreadsheets, databases, and word processing files. But imaging systems implemented with insufficient planning can become costly, and can actually have a negative impact on services and operations. Successful imaging implementation begins with a clear identification of problems followed by an exploration of the variety of ways the problems might be solved. If imaging offers a promising solution, a determination of whether a stand-alone or component-based system will best meet your needs can then be made.

State agencies and local governments have long been interested in electronic imaging systems in general, and interest in stand-alone imaging systems has recently shown a dramatic increase. The State Archives is committed to helping government agencies make appropriate technology choices. The State Archives has developed these guidelines to familiarize you with stand-alone imaging systems and to help you determine if such a system will meet your needs.