Document Imaging and
Document Management is a process where images of
paper documents are electronically captured and stored.
In a nutshell,
Document Imaging or Document
Management involves scanning paper documents converting them
into electronic images of the paper document. Electronically
generated documents such as word-processing, spreadsheet,
presentations, etc. can also be stored in their original format
without the need to scan them. These electronic images
must be identified or indexed to allow finding them later.
paper document is captured, the document can quickly and easily
be retrieved and displayed, annotated, processed, routed,
distributed to other users and faxed electronically right from
your workstation. Of course, it can also be printed if
The advantage of converting a paper
document into an electronic digitized image is that it may now be
routed electronically to a person or group, it may be sent to a
recipient via email or fax and it can be viewed by any number of
people at the same time.
The best part however, is that this
electronic image of a document never has to be returned to a file
room or re-filed. Document scanning and indexing is a fairly simple
and quick process when compared to preparing and labeling file
folders and filing them.
There are many devices available to properly
scan documents. Proper care must be taken to evaluate the
requirements prior to selecting a scanner. Every scanner
can scan documents. However, each scanner is designed and
build to handle specific needs. Some scanners are
extremely fast and are equipped with amazing document feeding
and paper separation capabilities. Others are designed to
scan a single page at a time on a "flat-bed" similar to a basic
Among the most critical criteria that must be
considered while selecting a device to scan your documents with
The condition of the paper to be scanned
The colors, shades and hues of the paper
The acceptable quality of the scan copy
Paper sizes and shapes
The type of paper to be scanned
Do Bar-Codes need to be identified and decoded
Does any data need to be extracted from the documents
Most scanners are built with paper type and size tolerances.
For example, some scanners may not be able to scan anything
smaller than 3" by 5", anything thicker than 20 lbs paper or
slick items such as photos or postcards. If you need to
scan thick documents such as cardstock or postcards, you may
want to select a scanner with a straight paper path. This
way the paper does not need to be bent as it goes through the
Even more critical to the success of a document imaging
implementation and deployment is the software you select.
With the wrong software, even the best, most expensive scanner
will not provide a competitive advantage. In fact, it may
actually reduce productivity.
you need to identify information on the documents during or
after a scan, you may require additional software. One
example is the need to recognize Bar-Codes. You must
make sure that you vendor or software developer provides for the
ability to recognize bar-codes. Some scanners can be
equipped with Bar-code recognition hardware. However, if
your software does not support it, you will have spent money
OCR (Optical Character Recognition) and ICR (Intelligent
Character Recognition) are two other technologies that may help.
OCR allows reading "machine-printed" words and numbers from
scanned documents. ICR allows reading hand-printed words
and numbers. Both of these are usually add-on modules or
processes that are performed after the scan.
legal litigation scenarios, the entire contents of some of the
documents needs to be recognized and converted to machine print
for searching. This is knows as Full-Text OCR. After
the scan, the document is recognized and can be searched for key
words, much like on the internet. Fuzzy-search technology
allows finding pages even if you mistype or partially type
Imaging101 supports hundreds of
scanners from dozens of manufacturers such as Kodak, Bell &
Howell, Fujitsu, Visioneer, Canon and many more. Imaging
101 can drive scanners via industry the key industry standard
interfaces; TWAIN and ISIS.
you streamline your organization by removing paper at the beginning
of the process. You can scan your documents where they first
come into your business automatically route and assign electronic
copies of these documents to your employees, supervisors, managers
and administration. Imaging 101 is a no-nonsense and
cost-effective solutions that allows your organization to achieve
its true potential without wasting time and money.
With Imaging 101 you
can manage your people and your processes to ensure effectiveness
and efficiency like you've never experienced before.