ADVANTAGES OF AN IRD – IMAGE REQUIREMENT DOCUMENT     

The ITLNOW method is to analyze and document your current imaging requirement processes. The goal is to take your existing manual and digital functions and create a blueprint that will mirror what you do now and streamline your systems in an electronic automated way. This blueprint clearly documents all business data, including workflow, current problems, anticipated risks, and required performance metrics. It uses proven methodologies to ensure that the documentation conform to your requirements.

How are documents organized? Are there sub-folders? How are documents “indexed” (stored), i.e. customer number, name, date of birth, document type, date, etc.?

• Are any documents double-sided?
• Is there a back-file inventory of documents that you would like to image and discard the paper?
• What is the condition of each document type?
• Are there any documents on colored paper (these documents do not scan well)?

Once we understand the documents and records that make up your process(s), we then analyze those processes for each of the target departments and if appropriate, ITLNOW will make recommendations for improvement.

What is the step by step process (cradle to grave) for each document? 

• What events occur at each step in the process?
• How are documents stored?
• How are documents filed?
• How are documents retrieved?
• Do you have to send customer copies of these documents? 

ADVANTAGES OF IMAGING AND RECORD MANAGEMENT               

It dramatically reduces staff costs for maintaining files, thereby freeing staff for more important tasks.

• It provides a secure environment for safeguarding company information.
• Support record retention procedures for destroying company files upon expiration.
• Support disaster recovery capabilities for company files.
• It frees up office space dedicated to storing “paper-based” files resulting in an annual reduction of occupancy expense or just more room for growth.
• It provides simultaneous access to specific files and to the same document/page in a file.
• It eliminates costs and risks for lost or missing files.
• Manage e-mail storage capacity
• Utilize fewer expensive storage options while enhancing and maintaining accountability and portability requirements.
• It facilitates anywhere, anytime access of client files via the Internet.

ITLNOW will provide with a clear set of alternative recommendations and costs for the following:

• Assess business dependencies, interview key named personnel and their functions to add efficiency and security awareness.
• It walks you through the selection and implementation process for  the best fit for imaging, document management, workflow, and collaboration solutions.
• The options for digitization of active file documents, on a back-file and/or a go-forward basis.
• Design and implement operational procedures for existing company files.
• Streamline operations by eliminating data redundancies, improve current data management/data structure for more efficient utilization and support growth without taking shortcuts.
• Optimize servers by consolidating, using vitalization, Cloud Computing or SaaS (software as a service), technology investments that make sense now and for the future.
• Streamline backup, archiving and disaster recovery, while preserving business continuity.
• Address technology impact, technology independencies, and technology risks.
• Identify performance requirements, operational needs, automate compliance, legal business and other business processes.
• Identify security requirements, data encryption, and business risks.
• Identify additional areas for future management consideration.