Just as important as the effective management of your documents, are the solutions used to both capture documents and move them electronically through your organization automating your strategic business processes.
Document capture automates and accelerates business processes by capturing all types of paper and electronic documents and forms, transforming them into accurate and actionable information, and delivering it all into your core business applications, processes and workflows. Specifically, it is the process of ingesting a document into a document management system and may include scanning paper, importing electronic documents such as MS Word or MS Excel, electronic forms or emails. The scanning of paper documents, when done correctly, can be used as the legal original copy. Document Capture of paper documents may also include the automatic recognition of the form and extraction of data on the form using advanced recognition technologies including barcodes and typed and handwritten text
Scanning documents creates an image of the document in a format that can be viewed online including TIFF, PDF and others.
Every format has its benefits. For example:
•TIF format: most documents that are scanned are turned into TIFF format, which compresses documents so they do not take up a lot of storage and at the same time enables them to be processed for OCR data extraction, automatic redaction of sensitive data and image annotations. TIFF has been the default format for over a decade and is widely accepted
•PDF format: PDF is quickly becoming a standard for document exchange. Produced from electronic files such as MS Word, PDF produces a small size document.
Document capture is not just the process of scanning paper documents. Document capture also takes into account electronic documents and eForms. By capturing documents in the native format they can be accessed directly from the document management system and tracked via built in version control technologies. Most mainstream document management system fully integrate into MS Office for direct saving and retrieval of electronic documents. This includes integration with MS Outlook.