FAQs

Q. What is document imaging?

A: Document imaging is the process of attaching backup documents For example attaching back up documents to transactions in the Finance system, such as vouchers, journals, budget journals, service center requisitions, requisitions, and purchase orders, so the backup documents can be viewed online. These documents could be files already saved in a computer readable format or files created from scanned documents.

Q: What does document imaging replace?

A: Document imaging replaces microfilming. Instead of microfilming documents after they are approved by the processing unit and storing those images outside a system, documents are attached to transactions in the system before they are approved by the processing unit. Until document imaging is fully implemented, documents received by the processing units will continue to be microfilmed.

Q: What are the benefits of document imaging?

A: Document imaging provides the following benefits:
1. Backup documents can be viewed online in the system by anyone with access to view the associated transaction, rather than stored on microfilm reels. Departments can view or print the backup documents themselves, rather than request printouts.
2. Departments will not need to maintain paper files of scanned documents.
3. Document imaging will make workflow approval processes faster and more efficient.
4. Once document imaging and workflow are in place for the same type of transaction (budget journals, vouchers, etc.), these transactions can be routed electronically for approval with the backup documents available online. It will not be necessary to route transaction coversheets with signature approvals or their backup documents through interoffice mail.

Q: What is the difference between document imaging and workflow?

A: Document imaging is the process used to attach backup documents to transactions in the system. Workflow is an electronic routing and approval process for any transactions.

Q: Is document imaging mandatory once implemented for a certain type of transaction (budget journals, vouchers, etc.)?

A: Yes.

Q: What access is required to upload documents into a system?

A: Anyone who can view the associated transaction will have access to upload documents for that type of transaction. Additional access is not needed.

Q: What is the minimum resolution for scanning documents?

A: The minimum resolution is 300 dpi X 300 dpi (dots per inch), black and white. This is also the recommended default setting for all scanned documents to be uploaded. Although "higher resolutions" and "grayscale or color" settings are permitted, it is recommended that you only use these higher settings in the case where proper quality can not be achieved at the recommended settings. "Higher resolutions" and "grayscale or color" settings may produce large unmanageable files.

Q: What is the minimum font size that should be scanned?

A: The minimum font size that should be scanned at 300 dpi X 300 dpi resolution is 4 point type. However, it may be difficult to determine the font size of paper documents, and, unless you created the document, you will not have control over the font size. The bottom line is that all text that is necessary for the document to be used as backup documentation should be legible on the scanned image.

Q: Which file formats may be uploaded to the system as backup?

A: TIFF, PDF/A, PDF/A 1-a, PDF/A 1-b, RTF, TXT, Word, or Excel. Most scanners will save scanned documents as either a TIFF or PDF file.

Q: Do separate paper documents (invoices, letters, etc.) related to the same transaction need to be scanned separately and uploaded to the system as separate files?

A: No. You can scan all of the backup documents for a transaction at once and upload them as one file to save time. However, you can also upload separate documents individually if they cannot be scanned at the same time.

Q: Whom should I contact if I cannot view a particular document?

A: Do call this number +91 80-23377983 for any of your queries.

Q: Whom should I call to report problems with uploading documents?

A: Do call this number +91 80-23377983 or write an email to support@crystalinfosystems.in