Document Scanning & Capture?
Without a document management system, document capture is the process of opening the mail, routing the document to the appropriate person in your organisation, and then having that person file the document.
With document management, document capture of paper documents is the process of scanning that documents through an document scanner. It then becomes a digital document as scan copy. When done correctly, these digital copies can be used as the legal original copy.
Capture Paper Documents Primarily by Scanning
Scanning documents creates an image of the document in a format that can be viewed online. Most people are quite familiar with PDF files. That is just one format. Although there are other formats are used for document capture solutions, too.
Every format has its benefits. For example:
- TIF format: most documents that are scanned are turned into TIF format, which compresses documents so they do not take up a lot of storage and at the same time enables them to be indexed on a page level. So if you had a 100 page contract to scan in, then TIF would be a better format than PDF as it would be better indexed.
- PDF format: if the contract was created in MS-Word, and you created the PDF directly out of Word, then the PDF document would be smaller than a scanned TIF file. Further, a PDF created from a Word document would probably be a better quality image than a scanned document.
While we discussed scanning paper documents, we should keep in mind that all documents are not black and white. You might have scanned a picture. Think of a contract for a piece of property. It might have pictures of the property as exhibits. Pictures might be scanned in as TIF documents, but they could also be JPEG files or even other formats. Again, different formats have different benefits.
Other Multiple ways to Capture of Digital Documents
Document capture is not just the process of scanning paper documents. Document capture also takes into account electronic documents. In the example above, we referenced creating a PDF from an MS-Word document. Keep in mind the MS-Word document is already an electronic document. You might want to have the original Word document or a PDF in your document management system for future reference.
This leads to the concept of importing electronic documents into your system.
Remember that the power of a document management system is the ability to tie all your documents together. In addition to the file cabinets of paper documents, you have large numbers of important electronic documents. These electronic documents are just as important as the paper files, maybe even more important in many instances.
There are multiple ways in docEdge DMS to capture documents into repository apart from capture directing from scanner.
- Direct upload Scanned Document
- Direct capture a Digital Document
- Window Outlook
- Window Hot Folder
- Direct Email Import
- Capture via MS Office
- Mobile Capture
- Programatic Capture from Other System