DocuScan is CMI’s document management software application.
Document management is the process of indexing, storing and retrieving documents and other means of information in a highly efficient manner.
While each person or agency is interested in DocuScan for various reasons, the major concerns that drive people to pursue DocuScan revolve around security, loss of physical space, enhanced efficiency, multi-user access, and disaster recovery.
Your current filing cabinet has limitations that DocuScan overcomes. For instance, your filing cabinet is neither water nor fire proof leaving your agency open to losing documents in the event of a disaster. In addition, many filing cabinets do not have locks and anyone is open to freely peruse the files they contain. Also, filing cabinets in general tend to use quite a bit of space and on average can only hold 16,000 documents at a time.
On average, our users are storing 25,000 documents for every free gigabyte of hard drive space on their computer or file server. So, a 250 gigabyte file server could potentially hold over 6 million documents.
Trying to recovery wet or damaged paper documents can be difficult if a disaster were to occur. Water, fire, and rodents rank among the top destroyers of all paper files. Since DocuScan is an electronic filing cabinet, the documents and other data would be backed up nightly much like your current computer systems. If your building were to flood or catch fire, your back up media could be used to restore all of your documents to a useable state.
DocuScan allows it’s users the ability to freely search for the files they need right from the comfort of their individual work spaces. No longer would you have to look endlessly for documents or files that have been lost or misplaced. In addition, DocuScan also allows multiple users to utilize documents concurrently, which creates efficiencies since paper is inherently designed for one person to consume at a time.
No, DocuScan is a free standing application that does not require you to use any of CMI’s other software applications.
To date, DocuScan has been implemented by several cities, villages, towns, police departments, sheriff’s offices, MRDDs, and courts.
Yes, CMI offers back scanning services to those agencies that have a need for all of their older documents to be readily available in DocuScan.