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Archive for June, 2010

What is Document Content Management, Part 1

Tuesday, June 29th, 2010

Document content management controls the life cycle of your organizations documents – how they are created, published, reviewed and consumed as well as how they are ultimately retained or disposed. Although the term “management” refers to top-down control of that information, an effective document content management system should reflect the culture of the specific organization using it. The tools your organization uses for document management should be flexible and allow you to control documents’ life cycles.

A well-designed document content management system should promote finding and sharing information easily. The system should organize content in a logical way as well as make it easy to standardize the creation of content and presentation across an enterprise. It should promote knowledge management as well as information mining. It should help your organization meet legal responsibilities and provide features at each stage of a specific document’s life cycle, from document authoring to template creation, publishing, auditing, reviewing and destroying or archiving.

Elements of a Document Content Management System

An effective document content management solution specifies:

  • What types of documents and content can and is created within a specific organization
  • What metadata to provide to each type of document
  • What template to use for each document
  • Where to store documents
  • How to control access to a specific document
  • How to move documents within an organization as team member contribute to a specific documents review, creation, approval disposition and publication
  • What policies to apply to documents to ensure document-related actions are audited
  • How documents are converted as the move from on stage to the next during their life cycles
  • How documents are treated as corporate records

For more information about document content management, contact OSAM Document Solutions, Inc.

Record Management Conversion Services, Part 2

Saturday, June 26th, 2010

OSAM record management personnel has the knowledge base and expertise to scan any category of record from both government and private sector including court records, case files, applications, permits, subdivision / tracts, zoning files, address files, reports, facility drawings, medical charts, AP/AR files, HR records, and project files.

Each back file document scanning  project is carefully analyzed to determine the best feasible solution. Current storage, document condition, magnitude, and index reliability issues are examined and reported on a site survey report. We apply reverse engineering processes to insure the final deliverable fits a current DMS or design a DMS using state of the art software and design principles. Database and document analysis procedures are performed based on this end result principle.

Quality Control of boxes, records, and documents are vital at OSAM. Tracking and ensuring every page is scanned and associated to proper records is critical to meet today’s compliance standards. OSAM Record Management is dedicated to this high quality standard and partners with its clients to achieve this goal. State of the art bar code and capture techniques are available to minimize level of effort, reduce cost and increase index reliability.

OSAM supports all export types for major Record Management Systems, Legal Software Systems and Electronic Health Records.

For more information about record management services, contact OSAM Document Solutions, Inc.

Document Management Conversion Services, Part 1

Wednesday, June 23rd, 2010

OSAM’s document management service bureau is located at our corporate office in Phoenix Arizona. While your documents are at our document management facility they will be stored in a HIPAA compliant, safe haven. This facility is 2,000+ square feet of space that was originally approved by the State of Arizona as a vault for the storage of microfilm/fiche. OSAM also provides state-of-the-art hardware, software and experienced personnel ensuring prompt and accurate reproduction of customer’s documents to electronic form.

So what does OSAM document management solutions offers? We offer onsite and offsite document scanning services of any magnitude. We provide scheduled document scanning services anywhere from daily to yearly to meet the overflow document scanning requirements of our clients. We also offer “emergency catch up” services to self-sufficient scanning operations that run into down time issues due to unexpected equipment or staffing problems. Don’t forget we also offer day forward document and microfilm scanning, companies that are thinking of setting up for day forward scanning should review our “Why outsource back file scanning” white paper before tackling the large volume storage areas.

OSAM can scan black and white, grayscale and color content for any type of document type including standard size documents, maps, drawings, manuals, reports, and books. We scan microfilm, microfiche, and aperture cards in black and white and grayscale. Sepias, vellums, blueprints or mylars in any condition can be digitized using “batch” or “safe handling” techniques. To meet archival requirements, our conversion service can “write to microfilm” for both large drawing and letter size documents.

For more information about document management, contact OSAM Document Solutions, Inc.

Document Imaging Software: Hosted ASP Solutions, Part 2

Sunday, June 20th, 2010

SysTrust® Certified, OnBase, OSAM’s document imaging software, OnBase OnLine employs a multi-layered, state-of-the-art approach to security, incorporating high-security firewalls, intrusion detection systems and encrypted passwords. Transmission to and from OnBase OnLine servers requires Secure Socket Layer (SSL) encryption to prevent interceptions of downloaded material, and only approved users with proper credentials can view your data. Naturally, access to an organization’s files is logged for compliance auditing.

Two options are available for engaging OnBase OnLine. Customers can use the document imaging software-as-a-service (SaaS) model, paying a monthly fee for the use of the OnBase document imaging software modules they select and the hosting service. A hosting-only model is also available, which allows an organization to own a perpetual software license(s), while still taking advantage of the benefits realized by outsourcing the use and maintenance of the network and servers.

OSAM Document Solutions Inc can help our customer’s select the right mix of functionality and service levels, as well as provide recommendations for connectivity and complementary hardware such as document scanners.

For more information about document imaging software, contact OSAM Document Solutions, Inc.

Document Management Software: Hosted ASP Solutions, Part 1

Thursday, June 17th, 2010

OSAM’s document management software provides world-class infrastructure for real world budgets. OSAM’s document management software, OnBase OnLine allows organizations to rapidly and cost effectively implement OnBase ECM solutions without the need to expand or build an in-house network. With OnBase OnLine, customers gain the functionality and benefits of OnBase document management software within a completely outsourced data center that is redundant and secure. As a result, organizations can combine the strength of a central content repository with the flexibility of an on-demand Web application, eliminating the often project-prohibitive investment required to create a sound technological infrastructure.

Deploying OnBase, document management software, in OnBase OnLine’s world-class hosted environment makes it possible for departments or entire enterprises to quickly begin managing content-centric processes to increase efficiency, improve productivity, support governance, risk and compliance (GRC) initiatives, reduce operational costs and free resources for higher value tasks that increase revenue and improve customer service.

There are six layers of OnBase Online and these include the following: hardware infrastructure, operating systems, network services, application layer, deployment and integration services and support, management and consulting services.

For more information about document management software, contact OSAM Document Solutions, Inc.

Choosing the Right Electronic Document Management Technology, Part 3

Monday, June 14th, 2010

After generating a comprehensive list of electronic document management technology solutions, you can now determine which option that you have gathered is the best. It is highly unlikely that every option is capable of producing the specific results you want or need. The following sub-tasks will allow you to compose a short list of the best possible options:

  • Develop a criteria for you selections and assign weights
  • Apply the criteria
  • Choose the best four to six technology solutions

When you are developing your criteria and weights to use in your decision-making process it is important to clearly define each factor. Next, apply this criterion in terms of “weight”. In other words, how important is cost? Is it the only factor driving your decision? Or are there other equally important factors? The weighting percentage used should total 100 percent.

Weighting the criteria is important because it helps you choose the best electronic document management solutions. This is an effective tool due to the fact that it compares your potential solutions objectively as well as guarantees equal consideration for alternative solutions. The problems that you identify and the solutions that you select will define the course of your document strategy. Use the ideas in this article to strengthen your decision-making process and select the best electronic document management technological solutions to suit your needs.

For more information about electronic document management, contact OSAM Document Solutions, Inc.

Choosing the Right Records management Technology, Part 2

Friday, June 11th, 2010

Generating a long and varied list of possible records management technology solutions will offer you a drastic advantage over the usual approach, which is to come up with just a few alternatives to choose from. By developing specific criteria for you decision and by assigning particular weights to each one, you will ultimately bring objectivity to your process and will be able to avoid the temptation of simply selecting the easiest answer.

If you limit yourself to a few alternatives it is much more likely that you will overlook the best records management technology solution. The first three or four ideas that come to mind may not be your best solution. Generating an all-embracing list is a better way to start. This way, you will improve your chance of exploring more unusual and innovative records management technology solutions. Try to generate a list of twenty possible solutions and then ask yourself the following:

  • Were you able to avoid making comments or passing judgment on the possible solutions as they were raised?
  • Were you able to think outside your own expertise and experience?
  • Do you understand each possible solution?
  • Did you go for a high quantity – at least 20 possible solutions?

For more information about records management, contact OSAM Document Solutions, Inc.

Choosing the Right Document Management Technology, Part 1

Tuesday, June 8th, 2010

With so many technological document management options available, it is important to determine what solution is right for you and your particular situation. The best way to determine which solution is right for you is by asking the right questions. Having the right questions in mind may be more important than the answers that you find.

The key to finding the best document management technological solution is asking the right question. This means you must consider as many potential solutions as you can possibly generate and ask numerous questions including the following:

  • What costs are associated with each solution?
  • How much time and effort is required for implementation?
  • What will be the effect on the company, managers and workers?
  • What are the possible barriers to implementation?
  • What is the likelihood of success?
  • What are the potential risks?

There is a three-step process that will greatly assist you in selecting the best document management technological solutions. In the initial step, you should aim to collect a wide range of solution ideas. Work to compile a list of creative options that vary in a number of ways. In the next step you should narrow down your wide-ranging list by selecting best four or five possible document management solutions. In the final step, you should select a final solution as well as one or two alternatives.

For more information about document management, contact OSAM Document Solutions, Inc.

Document Content Management Professional Services

Saturday, June 5th, 2010

OSAM Document Content Management Solutions Professional Services Group designs, implements, supports and upgrades our electronic Document Management Solutions (EDMS) in a diverse set of business application areas. With extensive experience in software installation, remote and onsite software support, workflow development as well as various front-end capture configurations, we have the tools that provide our customers with solutions that fit their needs.

Our outstanding group of professionals consists of CDIA+ certified document imaging architects who have proven themselves in their abilities to understand and create electronic document management solutions as they apply to individual vertical markets, e.g., financial, healthcare, government and manufacturing as well as horizontal markets, e.g. accounts payable and receivable, shipping and receiving, claims and checking. Members of our PS Group are also Microsoft Certified and routinely train with our vendor partners to maintain the highest level of product certification.

Due to the fact that our document management content solutions involve sophisticated hardware and software implementations, issues may arise after the installation. Members of our Technical support, Software Support and/or Online Support Groups are responsible for responding to our customers and resolving such issues promptly and professionally while utilizing all resources available to OSAM Document Content Management.

OSAM takes pride in the fact that since 1990 when the first Canon Canofile 250 Optical Disk Filing System was sold by us, of the hundreds of our solutions in operation in businesses in Arizona, with the exception of two that have been returned to OSAM at no charge to our customers, OSAM Document Content Management has had no failed installations of an Electronic Document Management system.

For more information about document content management, contact OSAM Document Solutions, Inc.

Document Management Systems: Products and Services, Part 2

Wednesday, June 2nd, 2010

OSAM Document Management Systems provides access to hardware supplies and services for all your document management needs. Hardware includes scanners, microfilm and fiche.


OSAM Document Management Systems carries numerous document scanners from companies such as Kodak, Canon, Fujitsu and Bowe Bell + Howell. OSAM also carries Canon digital microfilm scanners, which are built to deliver premium scanning performance at high speeds.

OSAM Document Solutions, Inc. carries document recorders, such as the Canon CD-4070NW, which is the third generation of Canon’s line of Digital Document Recorders. This recorder provides the unique ability to simplify document capture and management.

OSAM also carries numerous check scanners from companies such as Canon and Digital Check, which offer high quality scanning in black and white and color. Finally. OSAM offers large format scanners from companies such as Graphtec. These large format scanners provide cost effective solutions for scanning documents at a blazing speed.

For more information about OSAM’s document management systems hardware, contact OSAM Document Solutions, Inc.