MANUAL

How to get started?

Creation of a professional optical archive requires a „know how” and expensive technical resources.

We present below stages of the optical archiving process. At the same time the diagram below contains a scheme of using an optical archive.

a) Creating a system for servicing optical archive

When the project is started it is essential to design and create a system that will store the images of documents and will make possible its searching and emission. System adequate to company’s specifics and its activities can be either centralized or decentralized with an access for example trough Internet. The access to the resources gathered in the system should be adapted to client’s characteristics and his field of activity.

After installing an optical archiving system in a company it is necessary to train its users within relevant utilities.

b) Preparing documents for optical and physical archiving

All documents related to a given client must be archived. This process consists in preparing the documents for physical archiving by packing them into folders i.e. 1 folder equals 1 client and later in archiving boxes. Before placing documents into the physical archive they are subject to a scanning process described below.

Each document, folder and archiving box must have a unique number that will make possible quick finding of the document i.e. document no 1, folder no 543, box no 20034.

In such a way an access path no 1/543/20034 to the document in a physical archive is created that later should be registered in optical archive base.

c) Scanning and indexation of documents

Each archived document is subject to scanning which is a process of creating an optical database of images of documents. As a next step, indexes - data that allows finding a given image of document or a group of documents in the database should be entered. It is essential to properly mark the indexes in order to be able to find easily and flexibly the documents in the future.

Customer Service process while using optical archive-diagram

Would you like to know more? Contact us: biuro@scientific.pl