Document imaging involves converting paper documents into digital images. These images need further processing to make them into true digital documents. This is because any text in the image, while readable by humans, is not readable as text characters by computer systems.
Hence the pictures need further processing the use of technologies such as Optical Character Recognition – OCR – to make the text characters machine-readable.
This article explores why document imaging has become so important in today's business environment.
Significance of Document Imaging for Document and Record Management
In industries like healthcare and insurance, the quantity of paper documents generated in the course of business is huge in quantity. Much of these paper documents also want to be stored as records for business and compliance purposes.
The solution of in advance days, of sorting the paper documents, filing them in paper folders, and storing the folders in filing cabinets, would be highly impractical.
An army of filing clerks would be had to type, file, and store the paper documents. Many important documents are quite normally to be misfiled and become "untraceable". The filing room is normally to be a chaotic place with overflowing contents.
To retrieve a paper, persons would have to pull out a variety files, struggle through many (or all) of them, and at the end, the document would not be found at all.
Many of the documents are normally to be in poor physical situation even originally. Stored in the above conditions, they are also normally to become fullyyt illegible and useless.
It's in this context that document imaging turns into significant. Documents are scanned and processed with OCR immediately or soon after receipt. With today's perplexing scanners and OCR technology, superb images of even illegible paper documents can be acquired, and the data can be validated, formatted, and stored beneath applicable categories.
It then turns into possible for staff to access the documents without moving from their workstations. They can retrieve any digital document in minutes from the system's central server, even if they were positioned in a distant office.
In an environment where the system reliably ensures that all paper documents are scanned and processed on receipt, staff may even shred the paper documents once they are done with it. Such shredding would save on the hard work, space, and other costs of storing the paper documents in filing cabinets in a filing room.
This new environment would also furnish personnel a long way greater job delight than the in advance one in every of low productivity routines and musty filing rooms.
Today's scanners can work with illegible, odd shaped, awkwardly inserted, physically damaged, and other styles of paper documents and produce images that are better than the originals.
Then there is add-ons to extract documents from envelopes, and scan and process the documents into machine-readable digital content with minimal human intervention.
Document management software can handle these preliminary steps and go directly to manage the entire lifecycle of the captured documents.
The huge volumes of paper documents generated by certain industries in today's businesses make it impracticable to handle them with the in advance filing cabinet and filing room solutions. Instead, document-imaging solutions enable scanning the paper documents, and processing the resultant images with character recognition technologies, to convert them into acceptable digital documents. This solution also has the advantage of allowing staff to access the documents from their workstations, as a substitute of having to move to a musty filing room and pull out a variety of dusty files and then try to locate a distinctive document that would have gotten fully illegible.