Disk space eventually becomes an issue for everyone, but planning can help you manage your storage needs. First consider the quantity and types of files you expect to attach. Do you intend to replace all your filing cabinets, or just scan signed pick tickets? Prioritize your imaging needs.
Next investigate appropriate file format and compression options in the Image Indexer that reduce storage needs. For example, saving scans using the TIFF-CCITT Group 4 format is more efficient than using BMP files–often reducing files sizes up to 90%. Test any file formats you are considering and compare file sizes.
Now that you know your average imaging quantities and file sizes, forecast your needs over the next 3 months, 6 months, and a year. Also consider whether you will store images on only one server? Are you going to store images for branches remotely? Also, will your images be stored in separate folders or directories?
If, for example, you estimate that pick tickets will be taking up an enormous amount of space by the third quarter, consider storing pick tickets by quarter. That strategy makes it easier to backup and move those documents, or archive them off-site. Creating and using profiles makes it easy to separate your images by department or type.
Eclipse Document Imaging supports software for CD-ROM jukeboxes. These devices are useful for accessing numerous imaging files (or backup files) on multiple CD-ROMs. Check with your Eclipse sales representative about CD-ROM jukeboxes and on-site installation.
If you run out of storage space, the system warns users. However if the users continue to index regardless, their image files are not saved. The files' names, dates, and times are written to the storage location, but the file sizes are 0 KB. You cannot retrieve or open these image files.
It is important to backup your storage locations on a regular basis. This includes any files saved to users' personal computers. Many experts suggest a rotating set of backups for important files. For example, on one day you create a backup to one media set, the next day to another, and the following day you could bring in the media set kept off-site and use it.
For backup, we recommend the following guidelines:
A backup tape drive, and multiple backup tape sets, including off-site storage.
Mirrored harddrives, which protect data in case of harddrive failure.
Using document replication to automatically backup image Storage IDs.
See Also:
Imaging Invoice Exception Report