Document imaging is a technology used in business for systems which can replicate documents. It may take various forms such as microfilm, on demand printers, facsimile machines, copiers, multifunction devices, scanners and archive writers. The system was implemented to manage and secure the electronic documents in the organization. These documents are in the form of spreadsheets, word-processing documents, PDFs, e-mails, etc.
Another technology that is increasingly being used is document management. It uses a computer system to track and store electronic documents and images of physical documents. It also provides history tracking where you may keep track of different versions modified by different users. In the early days of technology, software systems were developed to manage paper-based documents. Later on, these systems were modified to manage electronic documents. The modern day systems store the components Word, Excel or PDF. Or else, some other systems store the content in HTML. Storing the content in HTML format makes it easy to find the information. It is so because once the content is fed into the system, the software then acts like a search engine.
Document management system provides features such as metadata, integration, capture, indexing, storage, retrieval, distribution, security, workflow, collaboration, versioning, searching, publishing and reproduction.
The system stores metadata for each document and usually includes the date on which the document was stored and the user’s identity. These metadata helps to locate the document by searching for the keywords or full text. Integrating the system with other applications such as office suites and e-mail may assist in making and saving changes to the document all at the same time. Using either optical character recognition (OCR) or optical mark recognition (OMR) software accepts and processes images of paper document from scanners or multi-function devices.
Indexing an electronic document may keep a track of unique document identifiers that is often complex and classifies a document by its metadata. Storing a document involves managing the documents, where and for how long they are stored. Retrieving an electronic document is a complex procedure and may require using a Boolean expression with multiple keywords. While distributing a document, you should take care that it is not altered easily. As a practice, an original copy of document is never distributed easily.
Another important aspect is security of document that depends on the type of document used and may require certain compliance standards. The system collaborates the document to be worked upon by an authorized user only and blocks other users while the work is going on. If you version your document, you may return to previous version or continue work from a selected point.
3 comments:
PaperCostMoney.com is one best of the scanning company in Dallas / Ft. Worth region. provides document scanning, Paperless Medical Imaging to clients. Get more information about vist document scanning ft. worth
Hello there! I will be looking forward to visit your page again and for your other posts as well. Thank you for sharing your thoughts about document imaging system. I am glad to stop by your site and know more about document imaging system. Keep it up! This is a good read. You have such an interesting and informative page.
Document security is vital in many document management applications. Compliance requirements for certain documents can be quite complex depending on the type of documents. For instance, in the United States, the Health Insurance Portability and Accountability Act (HIPAA) requirements dictate that medical documents have certain security requirements. Some document management systems have a rights management module that allows an administrator to give access to documents based on type to only certain people or groups of people. Document marking at the time of printing or PDF-creation is an essential element to preclude alteration or unintended use.
Our customers have been able to use our document imaging systems with great results. One client uses the document imaging software to collect information from paper, faxes, PDFs, and the Internet, to capture it all into a single workflow. Another eliminated the need to sift through files and boxes just to fax a single document, a job that required one dedicated staff member. That staff member can now be used elsewhere, and the cost of document management has been reduced. And a third client said they eliminated hundreds of feet of filing cabinets by using the KeyNet document imaging system.
document imaging systems
Thanks for sharing your info. I really appreciate your efforts and I will be waiting for your further write ups...
Electronic document imaging
Post a Comment