Imaging- Electronic document imaging, or scanning, is one way organizations
became part of the concept of the ’paperless’ office trend of the late 1990’s.
Yet organizations are producing an increasing amount of information on a
daily basis and they have realized that it is practically impossible to
eliminate paper documents.
There are many problems associated in storing and managing massive amount of
documents. Paper documents can be misfiled, there are high costs associated
with filing and retrieving, and there is a lack of security and control.
Thus, an effective solution to these problems is needed.
Electronic document imaging involves scanning, digitizing and indexing
documents. It provides a cost effective solution to massive storage and
retrieval issues related to paper documents. It provides for the proper
management, retention, and control of paper documents within an organization.
Benefits of Electronic Imaging:
Controlled document preservation
Simple and instant access to documents
Access to documents by multiple users
Reduction of costs for space and staff
OpenText Imaging is a desktop-based solution that integrates the users document
viewing needs that is incorporated with a document management environment.
Combined with Hummingbird DM, it provides a single repository where all users
can access and manage all paper and electronic documents.
Organizations that need to do production scanning can utilize the Kofax Ascent
Capture software. It provides for batch scanning, indexing, QC and release to
a specific repository such as the Hummingbird DM.
Kofax Ascent also is capable of capturing electronic document files and moving
them into a managed repository. This is welcomed feature that eliminates the
need to print and scan documents that are already residing in a legacy system
or some unmanaged share directory. Incoming faxes can also be captured by
Kofax software. Furthermore, all of this can be done using the Internet so
that scanning can be done at the source and validation and indexing can be
done at central location.
A key to an effective scanning system is the ability to automate the
validation/indexing process. Kofax Ascent uses Optical Character
Resolution (OCR), Intelligent Character Resolution (ICR) and Mark Sense
(OMR) for full page or zonal capture of indexing data. In addition, it
makes it easy to validate index data by checking a database. It also allows
for the auto population of index or metadata fields by accessing a database
for the data.