Keep records in paper. Paper records are in turn usually filed in file folders, which are then stored in file cabinets, shelving, storage boxes, etc.

Microfilm records and keeps the document images on microfilm.

Scan records and store the scanned images on optical, CD, or magnetic media.
       

U. S. Code and state statutes provide that duplicates, e.g. photocopies, microfilmed images, scanned images, etc., are admissible into evidence to the same extent as the original, if the duplicate is an accurate representation of the original and was made in the normal course of business. This means the originals can be thrown away after microfilming or scanning in order to save space, control the use and retrieval of records, etc.

When a CD-4070NW is used to scan documents taken out of a file folder, the CD-R disc or shared folder (directory) on a network that is used to store the records becomes a filing cabinet – more precisely, an electronic filing cabinet. The folders contained in the electronic filing cabinet are called electronic file folders but they are no different from the file folders kept in a metal filing cabinet. Just like folders in a metal filing cabinet, electronic file folders have a label on which indexing information is key stroked, e.g., customer name, client name, social security number, employee number, company name, etc.

When documents are taken out of a file folder to be scanned, the CD-4070NW is simply the device that is used to put the document images in an electronic file folder on which there is an electronic label. The person using the CD-4070NW types some indexing information on the electronic label using a connected keyboard or CD-4070NW touch screen. The indexing is usually the same indexing information that was on the label of the file folder that came out of the metal filing cabinet. If certain indexing information works with folders in a metal filing cabinet, then the same indexing method will definitely work using the CD-4070NW because with the CD-4070NW system, you can find every folder by simply typing in all or a portion of its index on a computer keyboard. When you make the CD drive active or select a path to the shared folder (electronic filing cabinet) on the network and type in some indexing information in the appropriate window, you will be presented a list of every file folder that meets your search criteria. For example, type in "Smith" and every electronic file folder that contains "Smith" anywhere on its electronic file folder label will be alphabetically listed by its complete index. Merely double click on any listed folder and the image of the first page in the selected folder is presented on the screen, which also tells you how many pages are in the folder. You can browse through pages in the folder or jump around to selected pages or even put miniature images (thumbnails) of all the pages on the screen at the same time to find and then select a particular page. If you need a copy or collated sets of copies of document images, just click the print icon.

Unlike older CD-ROM technology, the CD-4070NW system uses current CD-R technology that allows a CD-R disc to be updated, i.e., you can leave unused space on a CD-R disc (just like you leave space in a file cabinet drawer) in order to add more electronic folders over time. To add a folder to a CD-R, you simply insert the particular disc that needs updating into the CD drive of the CD-4070NW, press the record icon which brings up a file folder label on which you type indexing information and then press the start icon which starts the automatic document feeder. If an existing electronic file folder on a network needs additional pages added to it, you simply press the search icon, enter some indexing information, select the specific folder from the list of folders that meet your search criteria, put the pages to be scanned on the CD-4070NW scanner tray and press the start icon. The scanned pages are automatically added to the selected folder and the total number of pages in the folder is updated. That's all there is to it!

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