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Digital document management can be broken into three general categories;
Imaging, Forms processing, Workflow and Computer-based Imaging Systems.

• Imaging: Document imaging is the practice of capturing documents (usually by scanning) and storing them as digital images. A complete digital document imaging system provides the ability to capture, index, search, recall, view, and print documents. Unlike most computer applications that can only store information entered as binary data structured in their own special format, an imaging system can store and retrieve any type of scanned document regardless of how it was created (printed, typed, hand-written, etc). An imaging system stores information (from business cards to letters, forms, pictures, and even large maps and drawings) as it exists in the real world.

  Information stored digitally takes up a fraction of the space consumed by paper. Large volumes of information can be accessed instantly over a network or Internet, or it can be made portable when published to CD or DVD disc libraries. Digitally stored information can be securely backed-up to safeguard against loss of information in the event that something happens to the original documents. A good imaging system can also provide control over who can access and work with information stored in it.

  A good imaging solution is the foundation for future forms processing and workflow functions. Imaging has many different uses in virtually any business, regardless of type or size. A good imaging system can be installed and configured out-of-the-box and be up and running with a minimum of customization and training. An imaging system can be integrated to work with other applications. As an application a good imaging solution usually represents one of the easiest and fastest returns on your technology investment.

• Forms Processing: Digital document imaging systems store information as images. Sometimes it is desirable to be able to scan documents and convert information on them into data for importation into other applications. This process is referred to as forms processing and it can often be used to eliminate manual data key entry. Forms processing can be run as a stand-alone function if the only objective is to 'read' the forms and convert their information into a binary format. It can also be part of the capture process involving scanning and indexing the documents into an imaging system if retaining the original document is required.

  In some cases the nature of information on documents defy automated processing. In this case a system can be implemented that captures the documents as images by scanning into a secure Internet site. These images can then be viewed and the information on them entered by data key services remotely. This form of manual data entry can often be performed at a much lower cost than performing the same process in-house.

  Similar remote processes can be employed to convert scanned maps, drawings, and blueprints to CAD and GIS files. Because the CAD or GIS files are actually re-created, they are far superior to ones created by conversion programs that can result in files that are fractured into many layers and require considerable time to clean up and correct.

• Workflow: Workflow applications provide intelligent routing of documents (both scanned as images and those created digitally). This type of application can be extremely useful where information must be routed based on rules or conditions. An example of this would be a mail-order operation where orders move through the process of credit approval. Orders and credit apps that enter the system can be first routed to the credit department. After processing by the credit department the approved orders are then automatically routed to the shipping department. If the credit app is incomplete or denied it is routed back to the sales rep for further attention.

  A powerful imaging system may provide advanced management features that allow you to create an ad-hoc workflow system without the additional costs and administrative overhead associated with full-blown workflow applications.

• Computer-based Imaging Systems: A good digital imaging is a server/client computer application and is designed using an open architecture and industry standard storage and indexing formats (TIFF IV recommended). The system should function independently of any proprietary hardware or equipment to scan and store your images. The ability to integrate with other computer applications utilizing industry standard indexing (such as OBDC) is also essential. Failure to consider any of the above recommendations can result in severe limitations to future expansion and your information may become 'captive' to that particular imaging system.

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A good digital document imaging solution should always be flexible and scaleable enough that you can implement the system in stages.

Seek out and work with a digital document imaging specialist and ask for references!

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