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Document capture is a process that involves several elements. Documents must undergo some measure of preparation prior to scanning; therefore details about the physical characteristics of the source documents assume significance for the imaging project.

 

Document Scanning

Scanning is the process of digitizing a page and turning it into an image that can be recognized as a complete entity by a computer.

 

Document Preparation

Document preparation simply means preparing the document for scanning. It may include color separation, size separation, thickness separation etc. This entire process is allow batch scanning.

 

Document Indexing

Indexing is the centerpiece of a document imaging system. Indexing establishes the groundwork for a smooth flow for tracking and retrieval of information.

 

Document OCR

Converting scanned documents into variuos file formats.

 

Storage

This is the process where the scanned data go to various forms of archives.

 

Benefits of Scanning

 

-          Easier and faster retrieval of documents

-          Increased productivity and efficiency

-          Save on physical storage space e.g. offices, cabinets, shelves etc

-          Improved information flow.  A scanned image can be attached to an email sent and be received in minutes. This can happen all over the world. Hardcopies must be photocopied and then be posted or couriered.  This can take days or even weeks

-          They don’t have to print documents and therefore savings on paper and printing peripherals

-          Scanning is legal

-          Documents that have been scanned can be converted into work documents like pdf, jpeg, adobe, tiff, bmp, ‘Microsoft Office’ etc

-          This can take seconds instead of retyping all your documents

-          Scanning can save time and therefore money

-          By scanning documents more people can have access to information at the same time instead of distributing document by hand and having delays because of human error.