How Document Imaging Is More than Just Scanning

How Document Imaging Is More than Just Scanning

This article discuss how document imaging is more than just scanning by highlighting some common types of document imaging software that could complement a document-scanning device.

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Document imaging is much more than just scanning a document and converting it into a digital file. A document imaging system provides benefits beyond scanning and these include improved workflow, improved security, elimination of the need for paper storage, and potential automation of data entry through the application of OCR. Moreover, it can be leveraged to improve business processes. With the help of document scanning and imaging services, you can move your office into the digital age and out of the paper maze.

Organizations should choose the right document imaging software in keeping with their specific requirements. The most common types of document imaging software that complements a document-scanning device are capture, automated data capture, workflow, records management, and collaboration.

•

Capture - This is the most fundamental type of document imaging software. It allows users to manage their scanning processes. This software can be used to control and manipulate batches or large volumes of documents being scanned as well as track, index, and route images, and release them into document-management systems and other destinations.

With capture document imaging software, the

quality of the images can be improved. It provides an interface with a documentscanning device, thereby enabling users to set up their tasks before executing them.

•

Automated data capture – This is the subset of capture. This document imaging software is made possible by using several technologies such as optical character recognition

(OCR),

intelligent

character

recognition

(ICR)

and

optical

mark

recognition (OMR) to help users extract data from document images. By utilizing lesser manpower, it can more accurately and quickly capture data present in forms, such as invoices and convert them into electronic format. This is actually a slamdunk area of return on investment (ROI) in many successful document imaging implementations.

•

Workflow - This software is used to automatically route documents throughout a business to save time for the employees. If an insurance company has to check an application through its underwriting and fraud departments, before getting an approval, a workflow system can be used to determine the type of application and its dollar value and make sure that the right underwriter and fraud-detection person see the document. In addition to that, electronic workflows are more effective in distributed environments where moving paper around can be time-consuming and expensive.

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•

Records management - This document imaging software creates control over the scanned documents.

A properly implemented RM system allows users to control

access to documents and also monitor who is viewing a document and when. This is applicable in regulated environments such as healthcare organizations, where HIPAA regulations need to be enforced to avoid potential fines. This system can also be used to make sure that documents are destroyed after they have outlived their lifecycle, thus helping to reduce the risk and cost of discovery in potential litigation matters. •

Collaboration - Sharing document images in distributed environments is more costeffective, convenient and secure than sharing printed copies. Scan-to-e-mail applications are the most fundamental form of document sharing. However, there are many imaging applications that offer direct connections to popular EFSS platforms such as Box, Dropbox, Google Drive, and SharePoint.

Partner with a Reliable Document Scanning Company for Your Imaging Needs Partnering

with

experienced

document

scanning

companies

will

help

you

meet

your document scanning and conversion goals successfully, while still remaining budgetfriendly. Find a company that fits your needs and this could help you save your time and resources in the long run.

www.managedoutsource.com

8006702809