Posts Tagged ‘document capture’
Document management software: Government expert says, “Invest in it”
Not long ago, many government organizations’ mantra was, do more with less. But today, its, do much more with much less. While the need for services is up, revenue to support them is down. Hear John Miri, senior fellow, Center for Digital Government, address government software thats proven to help improve efficiency and the quality of constituent service. Learn more about ECM in government at http://bit.ly/bmczb1.
Duration : 0:4:55
What is Document Capture?
Document capture occurs in every organization. Without a document management system, the document is pushed through the mail, routed to the appropriate person and then filed away, typically in a file cabinet or storage room. With electronic capabilities, this process can be much more efficient. Documents are scanned into the system and from then on, used and processed digitally.
Scanning documents into the Document Management system will capture them as digital images that can be viewed from an online portal. The files can then be viewed as PDF documents, or many other formats are available as well. Different formats work best depending on the type and size of the document. TIF format is better with documents with larger volumes, such as large contracts. However, if the contract was created in MS-Word, and the PDF was created directly from Word, the image would be better quality than a scanned document.
You also must remember that not all of your documents will be black and white. For example, you may scan images into the system, which can be saved as many different formats such as JPEG or TIF documents. Each format will have its benefits so you just have to try various document types to see which is best quality with the specific document.
Document capture includes the process of scanning paper documents and taking into account electronic documents as well. We discussed creating a PDF from an MS-Word document, but you may also want to save the original document you created in Word. A document management system allows you to import electronic documents as well.
One of a document management system’s greatest benefits is the ability to tie all documents together. All related paper and electronic documents are stored in one central location, with easy access.
There may be instances when you choose not to import various electronic records into the document management system. Let’s say you want to keep your accounting records within your accounting system. You can do this, yet still tie all the information together.
One method is to link the accounting system to pull in the data from these records. An easier and more commonly used way is to link the accounting system (or whichever system it may be) to the document management system, which will display the needed information. The AP team can still do their work in the accounting system, yet request supporting documents from the document management system.
Looking to streamline your business? Find the answer to What is Document Capture and how you can benefit from it? Visit DocuVantage where you can learn about you can use document management in your business.