Document Management How does it work – The Technology Process:

Input:

A scanning device (freestanding or MFP) convert the paper documents into digital files formats such as PDF or TIFF.

Once the document is in a digital format (Scanned, email, faxed, or otherwise electronic) the document is categorized through the capture process.

CAPTURE:

Depending on the document management solution, software can read and tag the documents using Optical Character Recognition (OCR).  Tags may also be manually keyed in by the end user.  Using that information, the documents are categorized and indexed into a database for later retrieval.

STORE/PRESERVE:

Files are archived and preserved in a digital format.  This facilitates easy, secure and immediate retrieval of files by authorized users.  Data may also be backed up off-site to prevent information loss in the event of a disaster.  Digital files do not deteriorate, thus preventing document wear and tear.  Once scanned and archived, a document’s lifecycle is exponentially longer than that of a paper original.  

RETRIEVAL

With an electronic archive of your digital documents authorized users can immediately and securely access them anytime, anywhere using a computer.  In fact, document management solutions are allowing businesses to expand beyond their geographical footprint.  Enabling access to documents “in the field” users can be more productive while away from the office.

To further increase document security within an organization, administrators can control who has access to what information, and what they can do with it (print, e-mail, save, etc).  Document tracking software, can produce an audit trail for documents and users – thus informing you who accessed documents and when.