Importance of Document Imaging System
For many businesses, the organizing and storage of documents has to be handled in such a way that information can be created, shared, organized and stored efficiently and appropriately. Companies rely on information technology and advanced systems for storing their important data in an organized and secure manner that can be accessed easily when required. Document imaging management is an organized and systematic process of scanning paper documents into an electronic format and saving them in archived computer files. In other words, use of advanced computer systems which are capable of replicating physical documents into electronic data. There are a number of softwares available for document imaging solutions and the selection of imaging software should depend on the type of documents required for scanning and how often they will be accessed and used. Document imaging is an important component in achieving the objective of making more and more businesses having paperless offices. Document imaging system is described as the software- based computer system that captures, stores and reprint documents and images. These systems can take many forms including microfilm, on demand printers, facsimile machines, copiers, multifunction printers, document scanners, computer output microfilm (COM) and archive writers. For scanning and storing documents with sensitive information that may be subject to privacy laws, a system of document imaging management that creates keyword indexes can be used. These types of softwares can be used when the nature of data stored is sensitive and where the users are allowed to search for specific information quickly. Generally, these types of software solutions create unique ID numbers, names or number ranges for each document. Document imaging scanner system consists of both a scanner and a software package. Some of the commonly used document imaging scanners are Flatbed Scanner, Sheet-Feeder (Automatic Document Feed) scanners, Duplex Scanners, colour or monochrome scanners. A Flatbed Scanner allows positioning of a document on the glass and then scanning it. So, it provides flexibility to scan damaged or fragile documents, books or stapled documents. A Sheet-feeder (or Automatic Document Feed) scanner allows a pile of documents to be scanned, provided that the pages are in good condition and unstapled. Monochrome (Black and White) scanning is considered to be suitable for companies or organizations where the scanning of documents is meant for non-colored pages like invoices, letters etc. Color scanners are used for scanning colored photographs and leaflets. Duplex scanning can be done for scanning on both sides of a sheet of paper at the same time. For basic learning of scanning, you have to acquire a scanner and document imaging office software package so that you can scan your documents as single page or multi-page tif or mdi files. Document imaging training is required for learning efficient and effective systems for document imaging. Training programs include the understanding of imaging hardware and software. The certified courses allow students to specialize in imaging medical records, legal documents, financial records and government records. These courses are offered by document imaging hardware and software manufacturers, public colleges and private technical training institutes.
