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An Introduction to Document Imaging
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An Introduction to Document Imaging

What is Document Imaging?

The process of scanning a paper record into a graphical image, indexing it so that it can be searched, storing it onto a computer or CD-ROM, or any other form of electronic storage medium, and then being able to retrieve it automatically from any computer terminal is essentially Document Imaging.

Which records should be Imaged?

Any paper record taking up valuable storage space, or requiring some effort in maintaining, example sorting, filing, retrieving and returning files in their proper storage locations is ideal for Imaging purposes.

A transport company may want to consider delivery records. These generally contain customer signatures, are returned in random order and require a great deal of effort to file so as to retrieve quickly when a customer raises a query. Proof of delivery and ensuring goods can be tracked from collection to destination are key to the success of the Transport Company.

A Manufacturing company will produce most of their records in either the Accounts Payable or Receivables activities or both. Storage space and human resource availability are just two areas to be considered for cost savings.

Consultants and Engineers would consider customer files, time sheets, & Accounting Records, Engineering or Architectural Drawings from A4 to A0.

Quality assurance specialists may want to convert quality manuals and procedures to an Imaging system so as to retrieve information simply by knowing the topic or keywords.

Hospitals and Medical Practitioners literally keep thousands of records for the life of the Patient and longer. Storage space savings and speed of retrieval are essential for an effective administration department.

Financial institutions such as Banks and Credit Unions store loan files, customer signatures, and records of deposit and withdrawals. Competitiveness is achieved by providing accurate and timely service in a cost effective way.

Forms required for Data Entry can be scanned and customized to suit automated data extraction, whereby data is read by special programs replacing or reducing the need for manual keying. Typed, handprint, barcodes, and other forms of data representation can be read with ease.