Document Imaging, also known as Digital Imaging, is a process of converting paper documents into digital form using specialized equipment and software. It involves scanning paper documents, such as invoices, receipts, forms, and contracts, and converting them into digital images that can be stored and retrieved electronically.
Document Imaging is part of Document Management, which is the process of organizing, storing, and retrieving documents in a systematic manner. It is also closely related to PDF Conversion and OCR Technology, which allow for the conversion of digital images into searchable and editable text.
In this post, we will answer the 7 most popular questions about Document Imaging for those who are new to the concept or want to learn more about it.
What is Document Imaging Used For?
Document Imaging is used for various purposes in different industries. Here are some examples:
- In healthcare, Document Imaging can be used to digitize patient records for more efficient storage and retrieval.
- In finance, it can be used to scan and archive financial documents like invoices, receipts, and contracts.
- In legal, it can be used to convert paper-based case files into digital form for easier access by lawyers and clerks.
- In education, it can be used to archive student records like transcripts and diplomas.
What are Benefits of Document Imaging?
There are several benefits of implementing Document Imaging in your organization:
- It saves space by reducing the need for physical file storage.
- It improves efficiency by allowing documents to be retrieved quickly from electronic storage.
- It enhances security by providing controlled access to confidential information.
- It reduces the risk of losing important documents due to accidents like fire or flood.
How Does Document Imaging Work?
The process of Document Imaging typically involves these steps:
- Scanning - The physical document is scanned using an electronic scanner that captures an image of the document.
- Image enhancement - The image is cleaned up and enhanced to improve its readability and quality.
- Optical character recognition (OCR) - If needed, OCR technology is used to convert the image into searchable and editable text.
- Indexing - The document is assigned searchable keywords or metadata to make it easier to find later.
- Storage - The digital image is stored in an electronic document management system (DMS) for later retrieval.
What Types of Documents Can Be Digitized with Document Imaging?
Most types of paper-based documents can be digitized using Document Imaging, including:
- Invoices
- Receipts
- Forms
- Contracts
- Medical Records
- Student Records
- Legal Documents
What are the Different Types of Document Scanning?
There are several types of document scanning available depending on the needs of your organization:
- Flatbed Scanners - These are desktop scanners that are good for small batches of documents.
- Sheetfed Scanners - These scanners can handle larger batches of documents and are faster than flatbed scanners.
- High-speed Production Scanners - These scanners can handle high volumes of documents and are used by large corporations or scanning service providers.
What is OCR Technology?
Optical Character Recognition (OCR) technology is used to convert scanned images into searchable and editable text. OCR software analyzes the scanned image, identifies characters, and then compares them to a database of known characters to determine what the text says.
What is PDF Conversion?
PDF Conversion is the process of converting a digital file into a PDF format. This process typically involves using specialized software that converts the file into a PDF format while preserving its original formatting.
References
- "Document Imaging & Workflow Automation" by Robert S. Kirschenbaum
- "Document Imaging: A Practical Guide for the Legal Profession" by Jeffrey S. Krause
- "Digital Imaging: A Practical Handbook" by Tim Daly and David Moorhouse
- "Document Management for the Enterprise: Principles, Techniques, and Applications" by Michael J. D. Sutton
- "OCR: A Complete Guide for Beginners" by Anthony Frazier
