In addition, some systems enable users to annotate the document, as they might use sticky notes, and track changes to clarify whose comments appear. Some systems provide information security features that restrict confidential annotations, documents or entire files for exclusive access by specific users, such as the medical practice's principal associates. When needed, documents can be retrieved by searching for key information about the document, such as its file type, title or key word. OCR-processed documents and other electronic text files can be searched for an alphanumeric string embedded within the document. Descriptions of documents that meet search criteria are presented, along with their location on the network, usually with a link that allows users to open the necessary file directly.
Users can then print the document or search for additional information.
Imaging and document management systems can dramatically cut the time physicians spend searching for necessary information. However, medical practices must carefully evaluate certain aspects of an imaging and document management solution, as the wrong system may diminish its overall value. Total Cost of Ownership Factors that impact the document management system's total cost of ownership include not only its entry cost, upgrades and technical support, but its ease of implementation, the amount of necessary user training, its compatibility with existing network equipment and its requirements for storage devices and scanners. The easier the system is to install, support and use, and the more highly integrated it is with popular platforms, the less expensive it will be to maintain over time. To speed the rate of adoption, the system should complement, not disrupt, systems already in place.