Basics for Document Imaging
and Management Systems
This
page covers the basics of document imaging and document management.
If you'd like a more in-depth overview on document imaging and document
management software in the new millennium, please click
here.
Document
imaging is the conversion of paper documents into electronic images
on your computer. Once on your desktop, these documents can be retrieved
effortlessly in seconds.
Thousands
of organizations around the world use document imaging every day
instead of paper filing systems. The reasons for this change are
simple:
Document
Imaging:
- Prevents
lost records
- Saves
storage space
- Manages
records easily
-
Finds
documents quickly
- Makes
images centrally available
- Eliminates
need for file cabinets
The
steps necessary to introduce document imaging are simple:
Documents
are scanned into the system. The document imaging system stores
them somewhere on a hard drive or optical disk. The documents then
get indexed. When a person later wants to read a document,
they use the retrieval tools available in the document imaging
system. Which documents can be read and what actions performed on
these documents is dependent on the access provided by the
document imaging system.
A
complete document imaging system comprises five elements:
Scanning
Major
advancements in scanning technology make paper document conversion
fast, inexpensive, and easy. A good scanner will make putting paper
files into your computer easy.
Storage
The
storage system provides long-term and reliable storage for documents.
A good storage system will accomodate changing documents, growing
volumes and advancing technology.
Indexing
The
index system creates an organized document filing system and makes
future retrieval simple and efficient. A good indexing system will
make existing procedures and systems more effective.
Retrieval
The
retrieval system uses information about the documents, including
index and text, to find images stored in the system. A good retrieval
system will make finding the right documents fast and easy.
Access
Document
viewing should be readily available to those who need it, with the
flexibility to control access to system. A good access system will
make documents viewable to everyone, whether in the office, at different
locations, or over the internet.
If
you've got a good idea of the basics of a document imaging system,
you may find this in-depth overview of document imaging and document
management software rather useful.
Imaging
Overview
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