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Posts Tagged ‘document scanning software’

12Aug

Document Scanning

Written by Ken Kramer. Posted in Scanning and Capture, Terminology

Document scanning is the process of taking paper documents and using a hardware device, or scanner, to convert the paper to an image file. It is a critical component to any Paperless Office initiative, and reduces the costs and pain associated with paper documents.  Typically, documents are scanned, and an image file is created.  Industry standards leverage the TIFF and PDF file formats as an output for document archival.  Document scanning differs from document capture in that its sole purpose is just to create a digital image, and any advanced data extraction or data collection is absent, and operators manually name the digital file.

 

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16Jul

Document Capture Software: 6 Key Features

Written by Ken Kramer. Posted in Blog

Make Sure You Are Comparing Apples to Apples

So, we often see confusion in customers looking for scanning and document capture software, and trying to figure out what is the right fit.  To give a brief definition, scanning software provides just a means to scan paper to an image.  It provides basic features, and is fine for low volume document imaging when you are just looking to archive or send a document via email.  Document Capture Software focuses on automation, and making the whole process easy.  Below are 6 key features of document capture software, and the power it can provide to any organization:

  1. Integration with any scanning device – capture software needs to work with any type of device, or anything that can create an image.  Copiers, desktop scanners, mobile phones, cameras all need to be supported.
  2. Document Separation – this feature allows you to “scan the stack”, and let the capture software split the image into individual documents.  This is one of the key efficiency features, and prevents scanning documents one by one.
  3. Optical Character Recognition (OCR) – capture software provides an OCR engine for a wide variety of uses, and can create searchable PDFs, zone a certain area on a page and separate by key terms.
  4. Document Capture Workflow Steps – scanning documents is a business process, and document capture software supports the division of labor when imaging.  Maybe a mailroom clerk scans the documents, a claims processor enters data, and a supervisor performs QA.  This is essential to a smooth capture and scanning workflow.
  5. Complex Extraction – the imaging software should not only be able to extract basic document information, but should also be capable of complex information extraction.  One example is the line items on an invoice.
  6. Line of Business System Integration – in addition to document management systems, like SharePoint and OnBase, document capture software should be able to tap into any type of system, and route documents and data.

This is just a short list of features that separate scanning from capture.  You can read more frequently asked document capture questions here: Document Capture FAQ.