Why Digitize

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	Did you Know

There are 1 billion photocopies made every day in the United States.  It takes 1 tree to make 16.67 reams of copy paper or 8,333.3 sheets of A4 paper.  That means it takes over 120,000 trees EVERY DAY just to make photocopies!

	Overview

This overview provides you a quick outline and description of the topics that are covered in more detail below. Productivity & Efficiency  Increased productivity and efficiency is immediately gained through conversion of physical records to digital information.  The high cost of managing, storing, accessing and securing hard copy documents is reduced or eliminated through the conversion process and drives immediate hard dollar savings directly to the bottom line. Digitization of Physical Records  Conversion of all types of physical records to digital information through the scanning process creates digital "pictures" of the record that can be secured, retrieved, shared or printed-on-demand.  The real value however, is in taking the digital image to the next level by making the machine text searchable or "live" to create intelligent information from the image and former static, physical record. Fortis - Document Management Software Suite Document Management solutions installed in-house or provided by Perimeter through a hosted solution, allows for maximum control, security and sharing of corporate knowledge.  Fortis Document Management solutions can be provided for small to medium size business and departments or enterprise wide solutions for larger organizations.  Regulatory / Legislative Compliance  Compliance is the order of the day and new legislations are demanding organizations of all types and sizes ensure they are meeting financial reporting and audit requirements and controlling all forms of personal information against loss, theft and unauthorized access.  Non-compliance can have severe risks, liabilities and financial repercussions if not addressed.  Digital imaging technology plays a major role in ensuring that "C" level executives and Directors liabilities are minimized.  The are several legislations now in effect in Canada that clearly outline the ability to store information in electronic form and to convert paper documents to digital information.  The PIPED Act states 1. Electronic Records are accepted:  Reliable computer records including the electronic image (document images) are equal in law to traditional paper records.  2.  Destruction of original paper records once captured in electronic form:  Original paper records need not be retained once their electronic form is securely captured with the exception of specialized laws that may continue to require the retention of original paper records (seek legal advice).        Through our relationship with the leading Canadian expert, Mr. Vigi Gurushanta, eVIDA Group, you can obtain a professional third party expert opinion on your specific document sets and how PIPEDA can let you convert to digital and eliminate maintaining paper records.

	Productivity and Efficiency

Disaster Recovery - No organization believes that disasters can happen to them but this is not the reality.  Disasters do happen to businesses every day and we are all at risk if we do not practice proper methods of back up to ensure the security, longevity and revenue streams of our businesses.  Nobody wants to be the C level executive that has to tell their share holders, investors, employees or their bank that they are now out of business because of their neglect to ensure the security of proprietary corporate knowledge.  When Disaster Planning / Continuity Planning is discussed, it invariably revolves around back up of electronic information.  This of course is a critical component of any DR / CP plan but most times no one gives thought to the information contained in paper format that is often one-of-a-kind.  Unless the organization has been microfilming their documents there is no back up of paper records and their loss can cripple the organization.  Think it can't happen, Norwich Union states that 1 out of every 100 businesses world wide will experience a fire this year.  We've all seen the effects of man-inflicted disaster on human life but it can also kill a business just as easy.  Fire, water, hurricanes, tornado's, burst pipes, flooding etc. can all have a tremendous impact on any organization.  Physical Space Recovery - The recovery of physical space in an office or warehouse through the elimination of filing cabinets, can produce year after year cost savings to the company.  Floor space costs in any office environment are significant while the ongoing need for additional file cabinets compounds the problem and is an investment in outdated storage technology.  (An A4 office document costs on average - .25 cents to store in a file cabinet).  Even if you own the building it does not make sense to take up space that could be utilized for productive, revenue generating activities. Personnel Costs - Often personnel cost savings alone is reason to justify the imaging project.  When an analysis of how personnel spend their days with respect to searching for paper files, engineering drawings, film etc., the cost of the non-productive hours to the company can be staggering.  Regardless of the fact that "we have always done it this way", imaging is a proven technology solution available to eliminate wasted person hours that can be in the millions of dollars per year to large corporations. Control of Print Costs - Through the digitization process and converting business practices to utilizing digital technology will reduce annual printing costs significantly.  Being able to collaborate on documents in digital form and reducing printing down to final draft or final copy only, will have a major impact on paper, toner, click charges, outsourced printing costs and produce year over year savings to the organization.  (The average office document is copied 19 times in its life) Offsite Storage - Controlling or eliminating the need for offsite storage of physical records will have significant impact on the organization from a cost and access to information standpoint.  Storage of the records is an ongoing, month after month cost that can be reduced or eliminated and the resulting savings driven directly to the bottom line.  The cost of accessing the information from an offsite storage facility can be very costly and the timeframe it takes to gain access to the information costs money and impacts your clients impression of your organzations ability to respond to their requests.  Even if the paper documents are to be retained, once immediate access to the data has been secured through scanning, the cost can be significantly less expensive by putting them in "deep" storage and eliminating document requests. Elimination of Lost or Misplaced Information - At any given time between 3 - 5 percent of an organizations physical records can be lost or misplaced.  The cost of locating these documents can be significant when all the wasted person hours are added into the equation. When added together with the cost of replacing lost documents and the impact on the business of losing access to the information sometimes permanently, the cost can be staggering.  Often times, the personnel cost savings alone can justify the imaging project.

	Digitization of Physical Records

Perimeter can assist our clients with conversion of all forms of hard copy, physical records to digital information. Engineering Office Documents Bound Books 16mm & 35mm Roll Film Aperture Cards Microfiche Oversize Maps Historic Documents Photographs Slides X-Rays Following exacting quality control processes and standards, and using the latest in capture technology, Perimeter ensures that the client is provided with the highest quality, finished data possible. Once converted to a digital image, Perimeter can utilize the latest in forms processing and data stripping software to convert static images to intelligent information that ensures the highest value possible from older or static documents.

	Document Management

Perimeter Digital now represents Westbrook Technologies Inc. and the Fortis Document Management software suite in Canada.  Westbrook Technologies has been named one of Connecticut's 50 fastest growing companies for the past three years by Deloitte & Touche.  Many organizations face the challenge of managing and accessing business information from disparate sources.  For example, an organization might maintain some documents within traditional paper filing systems while other content is electronicallly stored but not easily accessible.  Often times, employees engage in manual, time-consuming searches to locate and retrieve vital documents to complete a business transaction or make a business decision. Through conversion of the paper documents to searchable, digital information by Perimeter Digital and employing Fortis to put structure to both scanned and electronic information, you have a complete solution to manage your data internally or through a web environment that will maximize your efficiencies, protect your critical data against disaster, improve customer service and save the organization time and money. Fortis provides tremendous efficiency gains by allowing organizations to capture, store and retrieve paper-based (now scanned) documents and electronic documents into one systems.  With Fortis, information is readily accessible and centrally located - meaning employees no longer spend time routing documents from desk to desk or trying to locate a misplaced file.  Fortis provides instant access to informaiton and promotoes an efficient use of resources. Fortis is powerful document management software that electronically captures, stores and organizes documents and business information, thus enabling immediate and reliable access to critical information right when it's needed. Fortis promotes efficient knowledge sharing by allowing easy retrieval, editing, annotating, and distribution of documents.  Quickly obtain the decision-making informaiton needed to provide superior service to clients, customers and partners.  A feature-rich software suite, Fortis document management software offers a complete solution to your business needs.  With Microsoft Office integration and options for Email Management, ERM (Electronic Report Management) and Web-based document managment, Fortis can help you solve any document management or information challenge. Visit Westbrook's site at:  http://www.westbrooktech.com Hosted Data Solution Perimeter now offers data hosting solutions using the Fortis Web-based document management software that allows you to have your data hosted outside the organization in a secure, trust environment at Canada's leading data centre.  We take care of everything for you - hosting, 24/7 access, back up, document management.  Perimeter can scan any paper documents that need to convert to digital information and along with any existing electronic information, host it for you so that all you have to do is access the information when needed.  Want to know more, please give us a call at 416-216-4611 or email us at perimeterconversions@gmail.com

	Regulatory and Legislative Compliance

Perimeter works with our clients to ensure that new and existing legislation requirements in the areas of compliance, PIPEDA and Canadian General Standards Board 72.34 are followed. Further information on Acts, Legislations and Standards can be found through the following links: Canadian General Standards Board 72.34 Link to CGSB Personal Information Protection and Electronics Act (PIPEDA) Link to PIPEDA The Digital Economy in Canada Link to Industry Canada