The traditional office is characterized by several cabinets for storing vital office documents. It’s generally expensive to maintain a physical filing system since you have to create enough space for the cabinets. In addition, the paper documents can be destroyed by disasters such as fire and flood. What if you had a secure way to store the information and be able to save your physical space? Well, you can employ a technology called Document Imaging. Document imaging services convert your paper documents to digital formats. You use a special scanner to do it. Once you are done with the paper documents and the information is captured in the system, you can either shred the papers or have them recycled. This is essentially important in managing a paperless office.
How the Process Works
Using an image scanner, the information in your paper documents is captured and copied in the system. The replicated information is then converted to a digital format that suits. The options include JPEG, BMP, and PNG. The digital information is not machine-readable since the computer will see it as regular images. However, you can read the information clearly. But before you do the scanning and replication, the technology allows you to name the documents using barcodes and customized metadata. This is for easy retrieval of the digital data.
Digital Imaging and Electronic DMS
Document imaging services are essential to running an Electronic DMS (Document Management System). Electronic DMS involves the use of a scanner and computer software to store and track your electronic information (images). Generally, Electronic DMS performs the following:
• Coordinate editing
• Version control
• Stamping and annotation
• Manage storage location
• Access and security control
While document management is still recognized and used independently, it is a critical component within Enterprise Content Management environment.
Electronic DMS is integral in large enterprises since it enables the businesses to enjoy a continuous injection of paper documents without the need to store them. What happens is that the documents are passed through the imaging scanners and through the help of the conversion software, the information is transformed to image formats.
Bottom-line
Document imaging is irrefutably the key to Electronic DMS. Once you enjoy a smooth flow of digital data, you are guaranteed a paperless office. If you’ve been wondering what to do with the numerous files in your office, just get a Document Imaging scanner. Careful examination of the different options that are provided by various document imaging systems will help you choose the most suitable solution for your business requirements.
