Imaging refers the process used to store documents digitally. It is done through scanning a document and saving it electronically. Imaging gives businesses the medium to organize and manage information effectively and efficiently. Imaging transforms data and makes it available electronically. Having data saved in electronic/digital format makes it easy to search data.
There are companies that are adopting in-house imaging techniques and then, there are others that are roping third-party service provider to do the job. This decision of companies is often determined by factors like cost of the solution, image and indexing quality required, whether the files are primarily historical or active, level of trust in outsourcing service provider and in-house staff and the significance of demonstrating compliance with regulations. Companies that have experienced and proficient IT staff and managers with clear vision often opt for internal resources to meet their needs of document imaging. On the other hand, there are companies with overburdened workers, substantial amount of archived files and/or restrictive budgets, such companies may outsource the job of document imaging. There is also another option, which is often termed as a good alternative for companies that desire to keep their imaging projects in-house, but lack the essential human resources: in-sourcing scanning and indexing services. In such scenario, a company can invest in buying document imaging software and scanning equipment to meet long-term needs and recruit people to scan and index back files and manage high-volume projects. Since employees are recruited for short-term jobs, it provides a suitable response to the query regarding what is supposed to do with the extra staff after documents are scanned.
Sometimes the best solution to convert files and documents into electronic format involves all three options: in-house imaging for active files, outsourcing for archived files and in-sourced services for large projects or to relieve overstrained staff.