Document Archiving                                          
What is a Document Management System?
A Document Management System (DMS) takes paper originals, scans them into a computer, then indexes them into a database for easy retrieval. This allows the paper originals to be destroyed.
 

Why a Document Management System?

• Decrease space needs
  Serveral boxes of paper documents can fit on a single CD-ROM that is easily stored at your desk

• Decrease retrieval time
  Digital files can be retrieved at moment's notice, without leaving the office or even your desk. No more walks out to the great beyond to track down a file.

• Back up important documents and information
  Information retained in paper documents is as vulnerable as the paper it is printed on. Documents can be lost or accidentally destroyed. But with a DMS, documents are safely stored on CD’s. If you need a copy, one can be printed. If something happens to that one, a new copy can be printed. Graphics keeps a master CD, so if your CD is damaged or lost, a new CD is just a phone call away.
  
   

How does SCOE's Document Management System work?

• Preparation
  The documents must be prepared prior to scanning. Graphics will be glad to provide instructions. Should you prefer, we can prepare the documents to the necessary specifications.

• Scanning
  The documents are then scanned, using our new high speed duplexing scanner, creating digital files.

• Indexing
  Special software allows us to index the scanned images, using fields such as name, social security number, or student I.D. number, providing the user with various search capabilities.

• Exporting
  After all the documents have been indexed, the digital files are exported to a database that is burned onto CD-ROM(s).

• Installation
  Our staff will install the necessary software on your computer, allowing you to view or print your documents.

Why SCOE Graphics for your Document Management Needs?

• Dedicated Staff
  As a department of SCOE, we are dedicated to cost-effective, timesaving solutions. Some examples include helping you decide which documents to archive, which fields to use for indexing, or deciding the best way to scan them. We know that sometimes you may need access to these records during the conversion process. Just call. If you need it, we’ll find it, and fax it to you, usually the same day.

• Ease of Use
  Looking up records is simple. Our CD Query software has an easy-to-use search function and takes up minimal space on your computer.

• Partners in Education
  Our focus is solely on customers in the Stanislaus County education field, keeping your perspective our perspective.