Recommended the implementation of document imaging systems and document scanning

Beyond printing static documents, scanning and capture of information systems and automation for the use of more efficient business practices and processes in the area better. Such as invoices, forms processing, standardization, for example, an organization to develop as a result of the execution of daily tasks become more efficient to automate reminders of late payments.

Paperless office remains a myth, the modernization of the installation and billing systems to read and even with the use of software for document imaging and scanning equipment will continue even if a company can come close to this ideal.

But to do so, some difficulties may arise. "Once you install and do not try to leave," Alan Pelz-Sharpe, Olney, Maryland "First, the Group is a consulting firm specializing in the configuration of the real story, the chief analyst and manager ensure [that] he said, and to provide a system to capture the powerful. " He said, procedures and use policies that define the standard practices is important, therefore, become the norm.

An important aspect of document scanning and effective systems for document imaging, image quality and better meet the needs of the organization needed to determine the index. "Companies are falling, not in the catalog or indexing information is correct or not choosing the right information, people," Alan Weintraub, Cambridge, Massachusetts, said principal analyst at Forrester Research Inc.

Great expectations for the document imaging

To capture the image and the high expectations of accuracy should be a part of the plan. "We must go beyond [OCR] and 97% or more, expect a high level of accuracy to capture," said Pelz-Sharpe. "I am many organizations, for example, the use of forms recognition and I think do not place the exact level of chronic poverty. " The digitization of images and capture system is not delivered to the accuracy of 90%, he added, is probably the wrong thing.

In addition, the distribution of "checks and balances in terms of quality and the revision of the document and index values ​​that can be taken later in this document to ensure that this right," said Pelz-Sharpe.

As part of an imaging document management are some ways to do so. With a workflow is launched when a document is scanned, indexing is to have quality control. "I learn of key documents and metadata fields pre-defined, and the next step could be a secondary index, so we have a verification step," said Pelz-Sharpe. "And once this is done, I leave the document for processing a document management system. "

But once the system is available as a scanned document images is often the best way to ensure that, according to Pelz-Sharpe at the beginning of the application in the tagging standard categories, and plans for indexing. By definition, they vary from one organization, labeling machine, but we recommend you to capture the scene.

"Keep it simple: Is it possible to capture and automate the process has an agreement for the product," he said. If you capture an automated process would probably have been achieved if left-handed approach is to do better than 70% of the Meta, 80%.

Scan, print outsourcing

Otherwise, companies ensure the correct application of printing systems and document scanning and capture technologies is to allow another person. "Most of the time, money and time spent in a workflow and document management system and support for projects to capture very few," said Pelz-Sharpe. "It's a bit special and productivity is very important the participation of experts in the offer and keep to a certain extent can be sure that everywhere."

Weintraub agrees. "If you have a lot of paper, scan function is not built to the house and not outsourcing," he said. For example, Weintraub adds, a financial services company or mortgage company may be outsourcing the processing of document imaging and scanning operations to a third party in any particular product is derived from the part of index base. Then the company sent all this information and will be imported for the development of a system of document management.

Transactions between companies that have outsourced document imaging to capture the main cause of the so-called Business Process Capture and 2010, according to a study by industry group, AIIM, to reduce cost: the drivers and Process oriented content experience.

When it comes to the selection of document imaging technology, Pelz-Sharpe, product launches and detailed assessments of companies that commit to participate fully in the procurement process recommends. "Do not go for the market leader in so-called," he said. "In principle, all these options are the same software, in fact, they all do the same thing differently. I need to find for your needs. "