Randall Briggs International, Inc. has now expanded to include a new service; document imaging. This is a service I have been interested in for a long time, and I’m very excited about it's possibilities.

In a nutshell, document imaging is the process of taking historical paper-based data that currently might occupy multiple filing cabinets or banker boxes, and pass them through a high-quality scanning process, converting each document into a searchable PDF file.

What is a 'searchable' PDF file?

A standard PDF file is simply an Adobe Acrobat document. We use them all the time for a multitude of reasons. A 'searchable' PDF file however, has another invisible layer of text and numbers behind it.

This layer of information serves as a miniature database, which will store a copy of every visible word or number on that document.

Imagine being able to search for a document by more than just the file name. You'll actually be able to search for it based on what's written on the document. In addition, your searches can return multiple documents that are related via a key-phrase, account number, date, etc.

Some of the real advantages are:

• Never worry about losing a paper-based document again.
• A PDF file can be accessed by multiple users, simultaneously!
  (try doing that with Word, Excel or a TIFF file !)
• Any document can be stored, searched and reprinted (if needed) electronically.
  Faxes, drawing, meeting notes, bank statements, invoices, checks, etc.
• PDF files are secure.
  Once it’s created, you can’t edit the PDF image itself.
• PDF files can be 'commented'.
  Open a PDF file, and leave a 'sticky note' on the document with your comments on the document.
• PDF files are completely searchable.
  Search your documents for Account Numbers, Customer names, Social Security Numbers, etc.
• PDF files are relatively small and easy to share.
  Attach them to an email, or post them on your website(s)
• Significantly reduce the amount of physical space required for long term paper storage.
• You'll never not have access to a document due to someone else's use, mis-filing, etc.
• Your electronic archive can be easily backed up to CD-ROM/DVD-ROM for offsite storage.
  Essential in case of fire, tornado, flood, etc.

PDF files are in compliance with all federal business and tax guidelines and are currently used by the US Government as a means of long term data storage. Once your information is scanned, it can be reproduced exactly as it was originally, at any time. There is no longer a legal need to retain these paper documents. Your documents will be returned to you or destroyed at your request.

I'd imagine there is a great opportunity for this technology within many different functions at your organization (purchasing, accounting, etc.).

How will this work?

Services will be performed at an off-site scanning facility, and I will be fully insured for the transport of your documentation. I will offer pick-up, drop off services for all of our clients. I will be prepared to offer telephone technical support for end users, should they have difficulty in using the software. As mentioned earlier, you will of course have the option of retaining the original documents or letting us destroy them for you. Of course, you will receive an agreement of confidentiality from us and we guarantee to respect the privacy of your valuable data.

If you feel this is a service which will benefit your organization, either small scale or large, I'd gladly entertain any questions you may have.