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Document Imaging Systems Can Improve Information Capture Dramatically
Document imaging systems capture enterprise content that come in the form of paper documents and paper forms that might even be handwritten. The paper-based content is converted into machine-readable and searchable electronic content. This is a process that requires additional processing of the captured image with technologies like OCR to make them machine-readable text, and indexing and Meta tagging to make the document searchable.
The significance of document imaging lies in that modern enterprises tend to look for all information in electronic format. The electronic format makes possible such tasks as:
Instant retrieval of decision-support information from user workstations, Capture of information from all the dispersed operational locations, and Access to all enterprise content from any location.
The result can be a dramatic improvement in productivity and operating costs of content-capture. Document imaging systems can enhance the effectiveness of document, record, and content management systems, leading to enhanced customer service, lower compliance and litigation costs, and streamlined business processes. Even disaster recovery preparedness is improved with electronic content that can be easily backed up.
Today's document imaging systems come bundled with components that do many processing and even management tasks. We take a look at some typical components of modern day enterprise document imaging system bundles.
Modern Document Imaging Systems
An enterprise level modern document imaging system can come with Imaging Solutions, Forms Processing capabilities, and Digital Signature facilities.
Imaging Solutions can include document imaging, bar-code scanning and digital copying, and also indexing and publishing capabilities. There are even document imaging systems that come with data mirroring to help with disaster recovery.
Some might go further and incorporate document, report, and workflow management capabilities.
Forms Processing capabilities typically include collecting data from paper forms and applications, their validation, processing, and storing into content repositories. This results in savings in the costs of data entry that would otherwise be necessary to transfer the paper data to computer files.
An XML-based electronic forms management system can even control form-driven processes and routing. XML is used to describe the contents of the forms so that the system can "comprehend" the significance of each field in the form.
A Digital Signature facility enables signing electronic documents with an encrypted and duly authenticated signature that's legally acceptable. This facility is another step towards the goal of a paperless office.
There are also dedicated systems in the market tailored to such special requirements as those of specific government departments. An example would be county courthouse records management systems that can capture and index land records and allow public access to them.
One goal of modern day document imaging systems is to work with the different business applications in use at the enterprise.
These kinds of software-bundled document-imaging systems tend to become document and record management systems that complement an enterprise's transaction processing systems.
Conclusion
Document imaging systems perform the vital task of converting paper documents into electronic ones. Electronic documents can be retrieved in minutes, and are accessible from anywhere in the world. Security and disaster recovery are also improved in the process.
Modern day document imaging systems are more management-software heavy rather than hardware oriented, and come with facilities like indexing, publishing, workflow, and other facilities that make them more of a document management solution rather than just an imaging system.
Ademero, Inc. develops document imaging software. Based largely on user experience, the company's flagship product, Content Central?, is a browser-based document management software system created to provide businesses and other organizations with a convenient way to capture, retrieve, and manage information originating in hard copy or digital form. Access a live preview of this document management solution by visiting the Ademero web site.
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