Imaging System

Imaging Systems

1) WHAT IS THE IMAGING SYSTEMS?

A system image is an exact copy of a drive. By default, a system image includes the drives required for Windows to run. It also includes Windows and your system settings, programs, and files. You can use a system image to restore the contents of your computer if your hard disk or computer ever stops working. When you restore your computer from a system image, it's a complete restoration--you can't choose individual items to restore, and all of your current programs, system settings, and files are replaced with the contents of the system image.

2) HOW TO CREATE AN IMAGING SYSTEM?

One of the first things you should do now is create an image of the disc so in the event of a crash you will be able to restore it to its current state. An image is an exact copy of everything on the drive and will restore it back to its current state. It's probably best to create an image when everything is clean and organized on your system. This will make the image file smaller and allows you to restore the system with a smooth running set up.

Creating an Image in Windows 7

1. Click on Start go to Getting Started and then select Back up your files.

2. Next click on the Create a system image hyperlink.

3. Decide where you want to save the image. You can choose an external drive, burn to multiple DVD's, or store it on a network location.

4. You can include other drives if you want as well but remember that will add to the size of the final image.

5. At the confirmation screen notice the amount of space the image may take. If something doesn't look right you can still go back from this point and make adjustments.

6. A progress meter is displayed while the images is created and backed up. In this example a disk of about 15GB in size took under 20 minutes backed up to an external drive. Times will vary depending on your system and where you're backing it up to.

7. After the process is complete you get the option to create a system repair disc which you should do and make sure to save it in a secure location.

8. When it comes time to restore the image, you will be able to use the System Recovery Options to get the system back.

Image in Windows Vista

Vista Ultimate, Business, and Enterprise allow you to create an image, but Vista Home and Home Premium users do not have the option. The process is similar in Vista, type backup into the search bar and click on Backup and Restore Center.

3) BENEFITS OF IMAGING SYSTEMS

Thousands of organizations around the world use document imaging every day instead of paper filing systems. Document imaging offers a number of benefits over paper or microfilm systems

a. Fast retrieval: Imaging lets you find documents quickly without leaving your desk. Paper and microfiche are slower because users must go to files and search manually.

b. Flexible indexing: Imaging can index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time-consuming.

c. Full-text search: Imaging systems can retrieve files by any word or phrase in the document, a capability that is impossible with paper or microfiche.

d. No lost files: Imaged documents remain in their folders when being viewed, so none are lost or misplaced. Plus, index template and full-text searches can find documents if they are accidentally moved. Lost documents are expensive and time- consuming to replace.

e. Digital Archiving: The risk of loss or damage to paper or electronic records is reduced with a document imaging system. Keeping archival versions of documents in a document imaging system helps protect paper documents from over- handling and keeps electronic documents in a non- proprietary format.

f. Share files easily: Imaging makes it easy to share documents electronically with colleagues and clients over a network, on CD or through the Web. Paper documents usually require photocopying to be shared, and microfilm requires conversion to paper.

4) THE BASIC OF IMAGING:

Any document imaging system has the following basic components:

a. Scanning and importing tools to bring documents into the system.

b. Methods for archiving and storing documents.

c. Indexing systems to organize documents.

d. Retrieval tools to find documents.

e. Access control to provide documents to Authorized people.

4.1: Bringing document:

There are three primary methods of bringing files into a document imaging system

Scanning, for paper files.

Conversion, for creating unalterable images of electronic documents.

Importation, for creating modifiable versions of electronic documents.

4.2: Storing document:

Once brought into the system, documents must be stored. Document imaging storage systems must encompass changing technologies, increasing numbers of document volumes and the tests of time. The needs and budget for image storage are best determined by the individual organization involved.

To ensure readability in the future, if a document imaging system is to be used for digital archiving, the files should be stored in a nonproprietary format. At this time, there are five primary storage options: Magnetic Media (Hard Drives), Magneto-Optical Storage (MO), Compact Discs (CD), Digital Video/ Versatile Disk (DVDs) and Write Once Read Many (WORM).

4.3, Indexing Documents

When paper documents are received in an office, they must be organized to be useful. They are usually labeled, sorted, indexed, stapled, placed in folders and filed in a cabinet. Without these steps, nothing could be found in a busy workplace. Electronic documents are no different. A document imaging system should provide several different methods of organizing information for future use. Whatever combination of indexing methodologies is used, it needs to be easily used