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

FREQUENTLY ASKED QUESTIONS (FAQ's)

Document Management-Related Questions


What is a document?

A document consists of information stored on one or more pages. A document can include text, images, annotations. Documents come in different formats, including paper form, microform (microfilm, microfiche, aperture cards) and digital (e.g. a Word document).

 

Can I edit or alter images that are stored in a document management system?

Most document management systems do not allow original images to be permanently altered or edited and if they do, the user must have the security privileges to do so. However, annotations are a common feature that allow users to overlay text notes and images (e.g. a red arrow pointing to a particular part of the image). It is often important for your organization to keep and protect the original image in order to maintain both the legal status of the document and the integrity of the system.

 

Do document management systems offer audit trail support?

Yes. Audit trails are especially important to meet regulatory compliance requirements. Document management systems have audit trails and they typically record the document name, username, date, time and action every time a user accesses a document from the repository. Document management systems typically have various levels of audit trail logging detail. Most document management systems also include a viewer to sort and filter the audit trail logs.

 

What is the standard format used to store images once they undergo a document scanning process and then are stored in a document management systems?

Black and white images are usually stored as standard TIFF files. Grayscale and color images are frequently stored as TIFF files with JPEG compression.

 

How is text stored in a document management system?

Text is typically stored in ASCII format in a document management system. ASCII stands fro the American Code for Information Interchange and it has been the standard, non-proprietary text forma since the 1960's.

 

How much disk space does a document management system typically use?

A single TIFF digital document will occupy an average of 50KB of disk space. Each gigabyte (GB) of storage will store approximately 20,000 pages (which equates to under a dollar). Because the price for hard drive storage has dropped so dramatically, the cost to store documents in a digital document management system is much less than to store documents in a paper format.

 

What if the document management repository is too big to fit into one data volume?

Document management systems allow data files and images to be stored across multiple volumes. Each volume can reside in a different directory or on a different disk, disk array (or CD/MO disk).

 

What are the most common hardware and software scanner interfaces?

Many scanners attach to an Adaptec SCSI card or to a Kofax image processing board. Most scanners use either TWAIN or ISIS drivers to communicate with the computer.

 

How can I scan forms with a document management system?

Data and documen capture applications complement document management systems. Forms processing components often use multiple OCR engines and elaborate data validation routines to extract hand-written or poor-quality print from forms that go into a document management repository. Some forms that are scanned were never designed for imaging or OCR. In those cases, it is essential to have an experienced team with high quality assurance mechanisms in place to correct errors that might occur.

 

Can I capture information from multifunction peripherals (MFP's)?

A full-featured document management system allows you to capture documents from different network locations, including MFPs, which are devices that perform any combination of scanning, printing, faxing or copying.

 

How can I scan large format documents?

Several manufacturers make scanners specifically designed for large format documents up to E-size (34 inches x 44 inches) and A-0 size (33 inches x 46.8 inches). If you do not have one of these, the document can be reduced in size using a photocopier and then scanned with a normal scanner. In addition, you can send your documents to a service bureau like Peelle Tech that has large format scanners.

 

What image resolution should I use?

Most document management systems can support documents scanned at various resolutions, from 50 DPI to 600 DPI (or more), depending on the scanner. A useful benchmark is 300 DPI - most documents are scanned into black and white at 300 DPI.

 

What about color files or photographs?

Document management systems support black and white, grayscale and color images. Color files can be scanned with a color scanner and imported into a document management system. There are a wide range of color scanners on the market. Many document management scanners support both color and grayscale images.

 

How can I scan double-sided documents?

A document management system should provide two different ways to do this. A document management system should support duplex scanners, which simulataneously scan both sides of a page, as well as simplex scanners, which require the user to scan all the front sides, place the documents in upside down and then scan all the back sides before the system collates all the pages in the correct order.

 

Can I scan landscape and portrait pages together?

A document management system should allow you to change the orientation of pages during or after scanning. A well-designed document management system will also include an option to automatically check and correct the orientation of pages.

 

How are skewed images handled?

Skewed (crooked or tilted) images can adversely affect the accuracy of the OCR process, so a document management system should include software that recognizes skewed images and compensates for them. This is
particularly important when scanning press cuttings on a flat bed scanner or when scanning documents through a worn-out or poorly designed automatic document feeder (ADF).

 

How can I scan checks?

Several manufacturers make scanners specifically designed for checks, which read the magnetically encoded MICR (Magnetic Ink Character Recognition) numbers at the bottom of the check. If you do not have one of these scanners, most checks can be scanned with regular document management scanners and OCR-processed as usual, though the MICR numbers will not be read. To integrate MICR information into the repository, the document management system must support check scanning hardware.

 

What file formats can a versatile system import?

A versatile California document management system should be able to import all the file types you encounter in your office. This includes word processing files, spreadsheets and presentations, as well as common image formats such as TIFF Group IV, TIFF Group III, TIFF Raw, TIFF LZQ, PCX, BMP, CALS, JPEG, GIF, PICT, PNG and EPS preview images. To ensure that your image files will always be accessible, the document management system should use a non-proprietary format for scanned documents. For example, electronic document pages would be printed to the document management system, black and white graphical files would be converted to TIFF Group IV format and color/grayscale images would be converted to TIFF or JPEG.

 

I have a forms-heavy environment. What is the best way to set up a document capture system?

There are two main methods of capturing information into your document management system: centralized document scanning and distributed capture. Centralized scanning is a static process where participants submit documents to a scanner operator. There are designated stations for scanning and indexing/validation. This system does not give you much flexibility in terms of workload, but with a well-trained scanner operator, there is a low error rate. Distributed capture, on the other hand, is a flexible process where users can scan documents from any internal or remote location. Processing is done at the server level, allowing for centralized administration and complete business automation. Distributed capture reduces labor costs and makes documents immediately accessible. The best method for your organization depends on what fits your current business processes and what will be easiest to use.

 

How do I index scanned documents?

There are three primary ways to index documents: folder structure, template fields and full-text indexing. Folder structure essentially functions as a visual indexing method that allows users to browse for documents by categories. Template fields categorize documents according to keywords, which can be either manually entered or automatically assigned by the document management program. Full-text indexing is the automated process of entering every word in a document into the index.

 

What is metadata?

Metadata is descriptive information about an object or resource, whether it is physical or electronic. ISO 15489 describes metadata as “data describing context, content and structure of documents and records and their management through time.” Metadata allows users to locate and evaluate data, without requiring each user to recreate it with each use. One easy way to categorize metadata is to break it into three categories: Descriptive, Structural and Administrative.

  • Descriptive: Information describing the content, used for search and retrieval.
  • Structural: Information that ties one item with another, such as documents in a particular folder.
  • Administrative: Information used to manage and control access to an item, such as security permissions.

 

Contact Peelle Tech, a California-based Laserfiche document management system and service provider, at (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.