The Document Imaging system is structured as a series of Drawers (i.e., think of it as a filing cabinet with many drawers). The drawers are established to represent a department or function, contingent on how access to the documents is controlled. Individual documents within the drawers are labeled with a specific document type, and up to five document keys to describe the document’s content.
This structure is beneficial when searching for documents after they are uploaded (i.e., you can use the document type and/or document key values when searching within a given Drawer).
Documents stored in the system can be in multiple file formats (e.g., PDF, JPG, XLSX) but the majority are stored as TIFF, as it uses the least amount of storage space. Space is important as the system has over 42 million documents, and that is growing daily. And those documents that are in PDF format, are an image-based PDF file format (i.e., not full text searchable).
In addition, there is no version control on the documents stored in the system. Document keys can be edited, but the actual documents cannot. If a document needs to be updated, either the entire document or individual pages within a document are removed and re-captured.