AFS Document Imaging & File Management FAQs

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Listed here are some of the advantages for selecting the AFS Information Management Solutions. Each of these concerns is of utmost importance when considering a change to electronic filing from the outmoded manual or microfiche methods:

• Reduce Paper & File Storage Costs
• Reduce Employee Salary Costs
• Easier Information Accessibility
• Improve Customer Service
• Facilitate Disaster Recovery/Archival
• Improve Work Conditions
• Cut Copier Leasing & Maintenance Costs
• Eliminate Lost or Misplaced Documents/Files
• Replace Microfiche/Microfilm
• Reduce Administrative & Supply Costs
• Address Environmental and Conservation Concerns
• Meet Government Compliance
• SUMMARY -- About AFS and CD-ROM Storage

Reduce Paper & File Storage Costs
Problem: Many modern companies are inundated with paper files, often needing to lease extra office space or off-site storage to accommodate the growing accumulation of paper.

Solution: AFS electronic filing can reduce this expenditure drastically. Files are first scanned and indexed, then accessed, viewed and printed electronically. Once scanned and indexed, old files may be boxed and kept in an inexpensive off-site storage facility. Many organizations that have already converted to document imaging elect to destroy the paper files after a short retention period. Electronic filing is also an effective method of simply archiving old or dead files.

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Reduce Employee Salary Costs
Problem: It is well recognized that employee salaries and benefits make up the greatest portion of office overhead. Highly paid employees often perform time-consuming menial tasks that involve preparing and maintaining paper files or photo copying and distributing documents. Often times it is even necessary to hire additional part-time or full-time clerks to handle file rooms and off-site storage.

Solution: The AFS Information Management Solution provides a means of using existing personnel in the most productive manner. Since anyone needing to review a file simply does so electronically without involvement of another individual, the file room is used less frequently. It is no longer necessary to hire additional personnel to maintain the file room. Consequently, an existing file clerk's job responsibilities may be shifted to include more electronic document filing and less paper file manipulation.

Once a document is scanned and stored permanently, there is no activity involved with physically locating and pulling a file, removing paper clips and staples, or standing at the copier or fax machine. To obtain a hard copy of an original file, one simply retrieves it electronically and tells the system to print, fax or email.

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Easier Information Accessibility
Problem: Locating files in an office can be a very time consuming and frustrating task. A needed file may be on someone's desk or even incorrectly placed in the filing cabinet. Some documents within the folder may be missing or not in their proper order. Some companies have a policy where individuals must formally request a file and wait for someone to deliver it to them.

Solution: The AFS Information Management Solution software is installed on the network file server, so anyone with a networked PC and rights granted by the administrator has access to the electronic files. If a hard copy is needed, they simply select PRINT from within the software. Operation of the AFS IMS system is so simple and intuitive that even a novice can easily retrieve, view and print a file.

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Improve Customer Service Responsiveness
Problem: Many organizations feel that their very survival depends on their ability to respond to customers' needs. It is unfortunate, but all too common, for customers to have to wait for answers to requests or questions. Customer Service Representatives do their best to respond, but paper files are not always readily available. When customers do not get quick answers to their questions, they go elsewhere.

Solution: The AFS Information Management Solution allows individuals on the network to electronically view files within seconds. From the image viewer, the Customer Service Representative has all the customer's information in front of him as though they were looking at the hard copy. The representative locates an appropriate page and immediately helps the customer. He can even print, fax, or email a copy if needed. The call is completed quickly and efficiently while the customer is on the phone.

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Facilitate Disaster Recovery/Archival
Problem: Disaster Recovery is always a concern when it comes to customer files, signed contracts, and personalized correspondence. With paper files, recovery is virtually non-existant. Paper documents will burn in fire, become ruined in uncontrolled conditions, and become illegible with time. Valuable documents can be lost in minutes.

Solution: With the AFS IMS system, scanned images are initially placed in a designated image volume on the network file server. Naturally, as with any system, the network system administrator performs regular backups of both the database and the images. The software may be set to also create timed "snapshots" of the database as an additional precaution.

Once the image volume is full, the administrator transfers the scanned images and attachments to CD or DVD-ROM. Any number of backup CD/DVDs may be made and stored off-site, in a bank vault, or other facility. Because these are WORM (Write Once Read Many) media, the images are never lost and cannot be manipulated. Document imaging to CD-ROM or DVD (with backup stored off-site) is far more reliable than paper documents when it comes to disaster. Even if an original CD-ROM (approximately 12,000 to 18,000 pages) or DVD (80,000-105,000 pages), is somehow destroyed the backup CD or DVD may be duplicated and used in its place.

The AFS IMS system uses an Industry Standard Database which may be copied to a CD or DVD along with the documents and stored off site. The industry standard open architecture SQL database is non-proprietary enabling most experienced SQL database administrators to support the system in-house and not be at the vendor's mercy in a disaster situation. The end-user has direct vendor access to any database maintenance upgrades, new releases and support.

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Improve Work Conditions
Problem: A typical paper-oriented office has clutters of files, scattered in many locations - on desks, in empty offices, on the floor near a desk, or on top of the metal filling cabinet. When a company principal requests a file, employees often search at length for a missing document or folder, sometimes never locating it. If copies of a file are required, staples and paperclips are removed and someone must stand at the copier until the job is complete -- only to restaple and paperclip sections together again.

Solution: The AFS System contributes significantly in improving working conditions and raising office morale by automating the entire file storage and retrieval process. Any file can be accessed in just seconds. Files to be audited can be electronically placed in special folders keeping unauthorized personnel out of security-oriented files.

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Cut Copier Leasing and Maintenance Costs
Problem: Copier lease and maintenance rates range from $.005 to $.02 per copy (depending on various characteristics of the copier). Most companies' high copier expenses are attributed to inner office distribution or duplicate filing.

Solution: With AFS electronic file management copier usage is dramatically reduced. To duplicate files, users of the imaging system may print copies on a high-speed laser printer or send the files electronically. Anyone with login rights to both the network and the AFS IMS system may view and print an electronic file. Individuals may add notes to a file or page. Intranet e-mail can be used to send a file, or group of files. The Imaging System Administrator grants accessibility rights by application, group and/or user.

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Eliminate Lost or Misplaced Documents/Files
Problem: Many companies spend literally thousands of dollars locating misplaced files or recreating lost documents. Sometimes organizations must supply outside attorneys and auditors with requested files and are fined if a file or document is not found.

Solution: After a document is scanned into the AFS Information Management System, the scanning operator indexes it into the SQL database. Once indexed, a viewing operator locates any document or file within seconds by using one of many query methods. Selected files may be isolated and electronically placed in a folder for restricted users to audit or review. The System Administrator uses standard backup procedures to protect the database from loss and the images or permanently recorded on CD-ROM.

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Replace Microfiche/Microfilm
Problem: Microfiche and microfilm is a costly and antiquated method of archiving files. Not only is this process expensive, the documents must be sent off-site to be put on the media. Pages are viewed and printed on special microfiche/microfilm readers that are cumbersome to use and expensive to maintain. The quality of a print produced by this equipment is often unacceptable. Over a period of years the media becomes dry, may crack and be difficult to read.

Solution: The AFS IMS images are recorded on CD-ROMs or DVDs that are cached to a mass storage device for on-line retrieval, or juke box for near-line retrieval. CD-ROMs and DVDs are WORM media and have a life expectancy of at least 50 years.

In respect to viewing files, the mass storage device is completely automated. Anyone on the network requesting a file will see it within 0-5 seconds from his or her own PC. Since the SQL database tracks the location of each page, the user is not concerned with the physical location of the image. Once a file is displayed, the user may print, fax, or e-mail the file directly from his PC.

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Reduce Administrative & Supply Costs
Problem: Companies incur many costs with manual file storage and maintenance. Employees spend a significant amount of time preparing folders and keeping track of removed files. They periodically purge the old files, put them in boxes which eventually go to off-site facilities. Filing cabinets and supplies, storage boxes, space for storage and individuals to maintain these items cost companies literally thousands of dollars each year.

Solution: The AFS Information Management Solution significantly reduces administrative costs by practically eliminating the need for these items. After images are recorded to CD-ROM or DVD, some companies elect to destroy the paper files and recycle many of the filing supplies.

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Addressing Conservation Concerns
Problem: Paper conservation is a real issue in many offices. Excessive copying or printing of documents for distribution or duplicate filing wastes paper. Companies encourage recycling and remanufacturing printer toner cartridges.

Solution: The AFS System promotes frugal use of paper. Each person in an office views documents on the imaging system and only prints hard copies as needed. The printer used on the AFS IMS system is a standard laser printer and its toner cartridges may be recycled by any company who remanufactures laser printer cartridges.

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Meet Government Compliance
According to Robert F. Williams, president of Cohasset Associates, Inc., every state has laws covering the admission of optically stored records in court. His article in the November 1994 issue of Journal of Accountancy goes on to say, "although the specific legal basis differs from state to state, in most states it is found in the Rules of Evidence and in the statutory laws."

Two factors to consider when optically stored information is to be used as evidence in the court of law is the "hearsay rule" with its "business records exception" and the "best evidence rule."

Because optical storage is still relatively new, most governmental agencies have not taken a formal position. However, the trend is in favor of acceptance. It is recommended that users establish written policies and procedures for their electronic imaging systems.

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