Document Storage

Electronic Document Management

The Electronic Document Management System (EDMS) allows utilities the advantage of storing information on laser disc. Using a print que interfacing process called COLD, or “Computer Output to Laser Disc,” and Image Edition software, daily reports from the SPLD screen can be transferred directly to EDMS from the online systems. Hard copies can be created if needed. Vouchers, invoices, and other existing “hard” documents can also be scanned into the system, indexed, and finally stored on disc.

COLD will allow reports that are seldom used but need to be kept to be exported directly to the EDMS instead of being printed. Items that are scanned or placed on the server through the COLD process are stored until the user is ready to “burn” a disc. At this point, information is moved from the server onto an inexpensive, writable compact disc. Once scanned, stored documents can be accessed quickly and easily. 

Advantages of EDMS are as follows:

• one 4½” CD holds over 600 megabytes, or up to 25,000 scanned pages, of information
• storing on CD saves paper and storage space
• reports formatted with COLD may be e-mailed or faxed directly through the system
• all documents may be indexed individually or in tandem with up to 12 “identifier” fields
• “self-contained” CD-ROM database is versatile, containing thousands of instantly viewable records
• viewable CD-ROM can hold all 12 billing registers (helpful to auditors who may want to see previous year’s reports)
• viewer allows user to open multiple image file types