Imaging

Imaging of documents can dramatically improve the information flow within an organization by accelerating retrieval time, improving accuracy, increasing productivity, and maximizing bottom-line savings to the organization. To implement an effective digital solution, a client's application and usage should be carefully considered.

CHOOSING THE RIGHT CONVERSION METHOD

There are three primary methods of document conversion from paper or electronic records.

Scanning - Scanning can produce two types of images. A picture, or raster image that cannot be altered can be saved as a .pdf (portable document file), .tiff (tagged image file), .eps (encapsulated post script) or .jpg (joint photographic group) format. Another method involves optical character recognition (OCR) and produces a word processing document which allows text editing.

Electronic conversion - This is the process of saving electronic files, such as word processor or spreadsheets, into one of the raster image formats. Conversion bypasses scanning, which results in a cleaner image.

Importing - This is another method for bringing in electronic files, such as office suite documents, graphics, audio clips or video clips. Files remain in their native formats and can be viewed by launching the originating application or by using an embedded file viewer from within the imaging system.

CONCLUSION

Document imaging should be an ongoing process. Once a method for imaging has been chosen, it should be consistently implemented and continually improved. Assessments should show whether progress is being made in putting these practices in place, and demonstrating improved overall performance.