document scanning


Document Scanning

The Key to Successful Document Management, is the successful management of your documents.

At the heart of every Document Management System is the capture of the Document. Very often this is the most time consuming part of Document management, and getting this right is the foundation to a successful system going forward.



There are two main areas to focus on here, Paper Documents and Electronic Documents. Both create problems on a daily basis for a business, and are dealt with in different ways.


We at Imscan deal with these problems in different ways. The key to our success is finding the right solution for you. In-house solutions provide you with the flexibility and control to manage your own paper and electronic data. Outsourcing the work gives you the rigidity and security whilst freeing up your staff to do their Value adding activities. Electronic document created by your internal systems can be automated into a secure document management system, and externally received document can be imported in through the Imscan system.

In-House Scanning

At the heart of every Document Management System is the capture of the Document. Very often this is the most time consuming part of Document management, and getting this right is the foundation to a successful system going forward.

In-House scanning solutions provide you with the flexibility and control to manage your own paper and electronic data. By taking control of you own system, you are putting in a place a solution that not only future proofs you against disaster, but also gives greater control of your business.

The two key areas of Document Management that need addressing are Paper Documents and Electronic Documents. The end goal is always the same, a secure archive accessible by the relevant people at a moment’s notice. But how do we get the information into this state?


scanningPaper Documents

All paper Documents will follow the same process to enter a document Management System

Preparation >Scanning > Indexing

Ensuring that each stage is completed to a high standard will ensure that the quality of the information within the system is of level equal to or in some cases better than the original.

Preparation is the process of ensuring the paperwork is ready to pass through a scanner. Examples of the processes included here includes straightening, unfolding, removing staples and paper clips, cleaning etc.





The documents are split into the different document types. The documents are then sorted into single page and multi page documents, with a separator inserted between each multi page document.

Once the documents are “prepped” the can be passed through the scanner. This captures the document electronically. An Imscan System will default to single page documents. If it recognises a separator within the batch, it will automatically split the batch into the multi page document.
scanning


Index data is then applied. This is the search criteria by which the document will later be found. This can be applied through several methods, manual data entry, OCR (optical character recognition) or through using backfill data from a system already containing the information, for example, an ERP system.


The information is then all available within the IMSCAN Document Management System.

 
 

Imscan Systems Ltd. 8 Greenwood Court, Taylor Business Park, Risley, Warrington, WA3 6DD. Telephone: 01925 761000 - Email: sales@imscan.co.uk