Document Management - Meeting the challenge

With over 20 years experience, Cosmo Graphis offer clients advice on how to make their information systems more efficient by improving the storage, retrieval and control of printed and digitised data.

To meet the needs of corporate information management requires that the complex issues surrounding document archival and preservation be balanced against necessities of image retrieval and accuracy.

To use microfilm or to scan ? This is probably the most difficult decision a Cosmo Graphis client has to make. However, their decision will always be an informed one based on the information provided by our free document audit. They get to see one of their actual documents in each format; free of charge !

Protecting Your Assets

Many types of information must be kept for long periods of time; legal documents, business activity records including accounting, personnel, process details. This information constitutes a valuable corporate asset

  • to meet legal requirements for corporate book keeping.
  • to provide fast, clear responses to possible future litigation.
  • to address customer or employee enquiries.
  • to cut development time when researching a historic process.
Originating from scanned paper images or faxes, reports and statements generated by corporate accounting or EDI systems, the results of collaborative project work; e-mails, word processor files etcetera. The sources of corporate documents are seemly unending

Microfilm or Imaging System

  • The main advantage of a microfilm system is that it is archivally permanent ... certified in excess of 100 years.
  • The main advantage of an imaging system is the instant retrieval of images by multiple users simultaneously.

Fortunately, the CG Gold system from Cosmo Graphis has features that can exploit both media to provide an optimal solution for all your document management needs.

Fortunately, the CG Gold system from Cosmo Graphis has features that can exploit both media to provide an optimal solution for all your document management needs.

Cosmo Graphis have the coveted status of being a : Kodak Document Conversion Centre, one of only a very few in the United Kingdom.

All microfilm produced is covered by the Kodak Imageguard program and all images meet with stringent quality standards set and audited by Kodak.

Meeting your needs

The precise requirements for a document management system vary as greatly between organisations as do their operational natures.

The creation of an appropriate system requires the bringing together of many skills, expertise and experience in conjunction with an appropriate software package and its integration with any existing systems.

  • A system capable of powerful and flexible document indexing and search.
  • Retrieval provides access to all information regardless of storage media or document type.
  • Documents returned are rendered as closely to the original as possible.

All of these elements come together at Cosmo Graphis whose powerful and highly tailorable CG Gold system can be teamed with their many years of experience to provide the individual system required to meet your precise needs.

Preserving

Maintaining access to information, through changes of hardware, computer system and media, often for many decades, is a challenging task. Without appropriate hardware and software, documents may become inscrutable arrays of ones and zeros.

Files stored within computer systems backed up onto magnetic tape or CD-ROM are not always assured of permanence. Similarly if a single part becomes unreadable - the whole content may be lost. There exist many well documented examples of corporate information loss:

  • only 80% of the data from the 1976 NASA Viking Mars mission is still readable.
  • land use records in several American states are indecipherable due to missing software.
  • corporate data for the Pennsylvania Railroad was erased.

With help and advice from Cosmo Graphis a document management strategy which includes archival and backup can be carefully devised for the avoidance of future pitfalls.