Digital Document Management Solution

Knowledge Management (KM)

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These systems are used to make the total legacy "knowledge" of an organization available to everyone. KM systems eliminate the need for employees to "reinvent the wheel" when dealing with questions, processes, or any other issue that has already been dealt with by someone in the organization. A Frequently Asked Questions (FAQ) system is a good example of a valuable KM system. Now that you have an understanding of the basic terms that you will encounter, your next step is to determine the type of document management system that best meets your requirements. After that you can begin the process of identifying the available solutions and pick the one that meets your organization's needs.

Workflow Management (WFM)

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WFM systems are used to management document preparation in a structured environment where certain preparation, review, or approval steps have to be done in a defined order. WFM systems direct the documents to the correct people, in the correct order, until the entire process has been completed.

Web Content Management (WCM)

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Also called a Content Management Systems (CMS), this term refers to software that is used to store and publish content to a web site. A CMS separates the web content from the underlying HTML design so that any authorized person can publish or remove content from a web site without having to know HTML.

Electronic Record Management System (ERMS)

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Also known as Record Management (RM) or Record management System (RMS), this term refers to systems that are used to insure that important records such as payroll, human resources, patient records, contracts, etc, are stored and available during their useful lifetime.

Electronic Document Management System (EDMS)

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Sometimes referred to as Document Management (DM) or Document Management System (DMS), this term encompasses not just the electronic conversion of paper documents, but the management of electronically created documents including word processing and email. EDMS systems are used to locate and display documents as well as to maintain different versions of the source document.

Intelligent Character Recognition (ICR)

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This process is similar to OCR but is generally capable of also processing certain handwritten documents on special forms. It can also recognize and process "tick marks" and bar codes.

Optical Character Recognition (OCR)

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OCR is a process that recognizes the printed words that are present on a physical document. OCR is generally used when processing documents that are printed in "normal" printer or typewriter fonts.

Electronic Document Capture (EDC)

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This is the generic term that refers to the entire process of converting paper documents into their electronic equivalents. It covers concepts such as scanning, text recognition, image conversion and indexing for later retrieval. In other words, it is a catchall phrase for the entire document management process.

Understanding Document Management

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The term document management and paperless office is the subject of countless articles and books. Everyone wants to achieve this lofty goal but not everyone understands what the terms really mean. Before you can embark on the journey of achieving total document management, it's important that you have a good basic knowledge of the terms and concepts that go with it.

Once you start investigating the various software solutions that are available you're going to run into some document management abbreviations, acronyms, and general terms that you might not be familiar with. Here is a cheat sheet that will help you to understand the material that you'll encounter as well as the conversations that you'll be having with document management solution providers.

When you decide to have a DMS

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Some factors that may indicate that a DMS would be beneficial for your company include:
If you and your staff need to frequently access the scanned images.
If you have a large number of files.
If most of your documents are ‘live’ and frequently updated.
If you need to use multiple search terms or keywords to find the documents required .
If you need to index each page in a document.

Than you will decide whether you need a document imaging system or not.

Document Imaging price

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The prices of getting a DMS vary considerably, so you should think carefully about whether you need one or if you can just use the viewers already available on your computer, such as Windows Explorer.

DOCUMENT MANAGEMENT SYSTEMS SERVICE

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The document scanning company may suggest setting up a Document Management System (DMS), which is a system that will help you manage scanned images and electronically created files. It will also track the life of the document. The advantages of using a DMS is that you will be able to find, display and distribute scanned images easily.

BENEFITS OF DOCUMENT SCANNING

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Some of the key benefits of becoming a paperless office through document scanning are: Lower costs of handling, storing and duplication of documents Quicker location of key documents, thereby improving both customer service and internal efficiency Improve accessibility of documents; for example, scanned documents can be instantly printed or emailed No lost or damaged files; digital data can be stored in secure or multiple locations Saves acres of storage space that would otherwise be used for archiving Multiple people can access the documents easily at the same time

TIPS FOR PREPARING DOCUMENTS FOR SCANNING

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Ensure that the documents and the sheets are in the correct order Label files and documents accurately and clearly Number the boxes containing the documents and create a typed list of the documents each box contains Create a typed list for the supplier of all the documents provided Try to group similar documents in the same box

What to do with the original documents?

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The original documents can either be returned to you, or can be securely destroyed. If you decide to confidentially destroy the original documents, and this is confirmed by a Certificate of Destruction, the scanned images will become your company’s legal copy.

Document indexing

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After scanning, the scanning company will index the new electronic documents for easy accessibility. The scanned images can then be transferred to your preferred media, such as file servers, hard drive, or CD/DVD.

Document conversion

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The documents, once scanned, can be converted into a number of different formats, such as PDF, JPEG, GIF and TIFF. They can also be converted into internet-ready formats like XML. If you would like.
be able to search the content of the documents, they can be made into readable PDF files. Optical Character Recognition (OCR) will allow you to edit the content of the scanned documents.

Preparation

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They will prepare the documents before scanning by removing any binders, lever arch files, staples, paperclips, etc. The company will then scan, index and quality check the documents.

Scanning

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A professional scanning company will be able to scan documents of all sizes from A0 to A8. There is special software available for improving the image quality of deteriorating documents.

No limit for Imaging

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There are no limits to the types of records that can be digitalised through document scanning. These can include: Paper documents, Text records, Pictorial data, Microfilm, Large formats, Drawings, Magazines, Books.

Scanning services

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Companies are increasingly turning to document scanning to digitalise their documents in order to help them integrate better with computers and the internet. Scanning is the best way to maximise space and reduce costs within the office.

What to do?

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Then your company should consider hiring a Document Scanning service to ease these problems quickly and easily. Document scanning converts all your old paper documents into an electronic format that can be stored and shared more easily. This is often a cheaper solution than hiring storage space.

Introduction to document imaging

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Does your company have a mountain of paper work which is becoming unmanageable? Is it becoming more and more difficult to locate documents with ease and efficiency? Is your company running out of space with the mounds of paperwork piling up?

Document Imaging Diagram

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This diagram shows that documents will be processed at the department level. The scanning, processing, indexing and release will be done using Kofax Capture software. The retrieval of information will be accomplished using Content Manager for Clients software or via the web.

Document Imaging STEP 12

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Training
Prepare and schedule training session
Deliver one User training session and one Administrator training session