Peelle Technologies Document Scanning and Document Management Services Campbell, CA
197 East Hamilton Avenue
Campbell, CA 95008
Phone: 800.233.5006
Peelle Technologies Document Scanning and Document Management Services Campbell, CA

Document Management System Essentials: Document Scanning

Document scanning services are the beginning of implementing a document management system. Before we detail document scanning, let's provide a quick overview of a document management system.

 

Document Management System Overview

Document management systems are software applications that capture scanned paper documents and broad selection of existing digital file formats. Document management applications not only include document scanning tools but also provide for the complete security, storage and access of the documents that are stored within the system.

Document management systems can be broken down into the following 5 areas:

  1. Tools and techniques that enable the capture and import (e.g. document scanning, importing digital files such as Microsoft Office documents/spreadsheets) of documents into the system.
  2. Storage and archival of documents.
  3. Tools that facilitate indexing and search/retrieval so that information can be located.
  4. Export tools that enable the distribution of documents (e.g. save, print, email).
  5. Protection parameters that maintain the security of documents from unauthorized access.

Document Scanning The Start of a Document Management System

Document scanning or document imaging tools and processes enable your organization to drive the costs of paper out (e.g. printing costs, slow access, misplaced/lost originals and the inconvenience of accessing documents at off-site locations or far away file cabinets). Document scanning helps your organization reduce operating expenses and overhead. To gain the full benefits of a document management system, it must support all types of paper documents that are part of an organizational process and procedure.

 

Document Scanning begins when a physical paper document is scanned and converted into a digital file (such as a TIFF image or PDF). These files can then be imported into the document management system. Most document management systems enable this scanned image to be stored within the document management system in its native format (e.g. PDFs are stored as PDFs). This openness ensures that your information is not tied to the future of the document management system and it makes it very easy for your organization to export and view your information without needing the document management system. These files can then be viewed in their original format by either launching the originating application or by using an embedded file viewer from within the document management system.

 

For organizations that scan large volumes of paper documents every day typically require high volume document scanning tools and batch processing tools as part of the document scanning process. When large numbers of documents need to be brought into the document management system daily, it is inefficient to process each one individually. Batch processing tools enable the document scanning process to bring large volumes of information into the system as part of a single batch to speed up the processing.

 

The use of bar codes in document scanning processes can lead to significant time and money savings with large batches. Bar codes can automatically separate and index documents by extracting metadata fields. Bar codes can mark the beginning of new document to automate document separation. For example, bar codes placed on documents can enable the document scanning process to read the bar codes and determine the start of each new document and then assign the correct type of index for each and then automatically fill the information in for importation into the document management system.

 

Optical character recognition (OCR for short) is often used as part of the document scanning process. For example, if an organization has the same type of form that is regularly processed, OCR techniques can be used to automate the collection of document indexing information (metadata or information about the document). Zonal OCR techniques employed during the document scanning process enable the software to read and index regions of the document and then place that information into the appropriate template fields.

 

The above techniques are examples of document scanning processes and technologies used to convert paper documents into digital files in a cost effective, accurate manner. New technologies and processes to facilitate faster, more automated and more accurate document scanning techniques regularly come to market. The right integration partner can help your organization navigate through large selection of technologies available so that you ultimately implement a solution that is the most effective for you.

 

Contact Peelle Tech, providing Oakland document scanning services, (800) 233-5006 or sales@peelletech.com for more information.

 

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Peelle Technologies is a leading provider of document scanning, document conversion, document imaging, document management, microfilm scanning, microfilm conversion, microfiche conversion services and software products. Our document scanning, microfilm scanning and other document management services are provided in the San Jose, San Francisco, Bay Area, Silicon Valley, Oakland, Napa, Monterey, Sonoma, Visalia, Stockton, Modesto areas of Northern California. Our other products and services are available across the United States.