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Account Manager
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NETGEAR® ReadyNAS NV+ RND4425 NAS server
Get cost-conscious storage with high-end server features, including Gigabit Ethernet, hardware RAID and system-monitoring capabilities
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Adobe® Acrobat® 8 Professional1
Reliably create, combine and control Adobe PDF documents for easy, more secure distribution, collaboration and data collection
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Fujitsu Scansnap S510 scanner
One-touch operation combines with advanced features that convert paper documents into PDF files so you can organize, share and protect data
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Capture and store: the key ingredients of paperless document management
The term document management can incorporate a wide range of services and technologies. However, two of the most important elements of any digital document management strategy are document capture and document storage.
Document capture is the process by which existing paper documents are imported and added to your data storage repository. Document capture technologies include scanners and specialized digital document cameras that are used to bring documents into your network.
Once inside your network, captured documents must be stored. Document storage is a little more complex, since there are many ways in which documents are stored and retrieved. The key is to find storage that you can implement and share easily as your needs grow.
Data capture hardware and software
The more easily you can store and retrieve your data, the more time you save and headaches you avoid. Following are the most common data capture hardware and software products.
Hardware:
- The scanner market offers a huge array of devices, capabilities and price ranges. Currently, the selections include handheld units, sheetfed models and flatbed units.
- Digital senders convert paper documents into digital files for easy
e-mailing. Simply feed your document into the sender and, once converted, send it to individuals or whole user groups. This technology works well with color and black-and-white documents, including text and images.
- Bar code scanners are excellent and cost-effective devices for collecting, managing and customizing data. Scanners come in a wide variety, including wands, badge scanners, imagers and laser scanners. Bar code scanners eliminate the errors inherent in manual data input.
Software:
- Adobe’s PDF file format has led the way to making the paperless office possible. Anyone can use Adobe Acrobat Reader to print practically any PDF file, regardless of the program originally used to create it. PDFs can be created easily from any desktop-published document or graphic. And aside from simply posting documents on the Web, Acrobat lets you index and bookmark individual or multiple documents together for searching or linking from one section or document to another.
- Optical Character Recognition (OCR) software allows you to scan handwritten text into a computer using a scanner, then convert it to
digital text you can then edit.
In the final analysis, the type of paperless applications and devices you choose will greatly depend on your type of business. Retailers generally have a greater interest in bar code scanners. Information-based companies will benefit more from Adobe PDF, OCR, digital sender and scanner products.
Simplify storage with network-attached storage servers
As you accumulate more and more digital documents, you will need increased server space on which to store them. A Network Attached Storage (NAS) server is optimized for data storage with slimmed-down operating and file systems and beefed-up data protection and specific input/output (I/O) capabilities. Another benefit of NAS is its ability to connect to a network hub or switch without interruption to your business. And most come with performance-monitoring software that lets you easily allocate storage to each user.
Remember that anytime you purchase a new storage server, you must protect your data with regular backups and ensure that you have compatible backup software.
Organize your sensitive and most-accessed data
The need to store sensitive materials complicates your document management choices. In highly regulated industries, auditing and document archiving are mission-critical priorities. Complying with legislation that protects sensitive information requires a comprehensive document management system offering extreme security. These security technologies include encryption, privacy security and transaction logging.
Let CDW assist you with document management
Your CDW account manager can help you navigate the array of technologies available to you. We’ll also help you identify the solutions that strike the best balance between your needs and your management capabilities.
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Benefits of digital document management
A complete document management solution incorporates a host of equipment. Together,
these devices allow
you to:
• Capture documents by scanning paper files
• Store documents in a database server and manage the files
• Share documents and distribute files among appropriate team members on your network (including remote employees)
• Index and search files stored in your archives
• Output information via printers and e-mail attachments
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CDW Leasing
CDW offers four different leasing terms with three end-of-lease options. Leasing specialists are available to assist you with quotes, account information or any questions that you have. To learn more, contact your CDW account manager today.
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