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Document imaging is a process whereby documents in one format e.g. paper or microfilm, are converted to another format for greater ease of use. The majority of document imaging for business concerns digitally scanning paper documents to convert them into computer files. This is done primarily to increase the portability of the document, allow it to be emailed or reduce the storage space required for physical documents.
Document imaging produces files in a choice of formats for the end user which can include (among others):
Document Imaging Services: The Options
Document imaging is provided by companies who often also provide a host of document management solutions. The most common services include:
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One-off Scanning – Document imaging suppliers can scan anything from one archive box of documents (about 3,000 images). The documents can be sent by post, courier, collected specially or scanned at your premises. Once scanned the systematically labelled files will be sent to you on disk or via a secure online file transfer.
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Optical Character Recognition – OCR software recognises typewritten text and converts it to digital text which can be searched or copied and pasted into new documents. The accuracy of OCR software varies dramatically and some may require human review.
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Hosted Document Management – Many document imaging companies offer a fully integrated system that moves all your documents online. This can improve workflow by allowing instant search and retrieval of scanned and newly created documents, active collaboration on document creation and audit trails to see who’s been using what documents and what actions they performed. It also allows for easy back-up which improves document security and makes Data Protection compliance easier.
Document Imaging Companies
When it comes to choosing a document imaging services company take into account the amount of downtime necessary to scan your archive and get it into digital format. During this time your documents will be unavailable (unless you go for on-site scanning). Distance from the supplier and method of transport used (courier, post etc) might affect this.
Also check that your documents will be properly indexed and that the imaging company will track them through the process from start to finish. Getting the wrong documents or wrongly labelled documents back can defeat the whole purpose.
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