The recognition phase of capture may seem to be the most important step relevant to automated indexing – since it is, after all, the phase where OCR is performed. But at least half of the factors relevant to successful indexing occur during the pre-recognition steps, particularly in obtaining appropriate image quality for OCR and indexing.
Many people think that scanning documents only requires putting it in the feeder tray and pressing “scan”, but there are many steps that need to be followed when scanning documents into your Document Management System. Documents come in many shapes, thickness, sizes, and conditions, so the first step is to properly prepare the documents for scanning. “Document prep” is a highly important step before scanning, this assists in achieving the rated speed of the scanner and to avoid damage to its components. This includes removing staples, paperclips, or any metal fasteners that might be attached to the documents so that you do not cause damage as the paper is fed through the scanner. You also want to remove any post-it notes or small receipts and attach to a regular size piece of paper to avoid miss-feeding or jamming. Any crumpled or folded document will need to be flattened out so they feed correctly through the scanner. This seems a time consuming first step but it actually makes the scanning process more streamlined and efficient.
Once your documents are properly prepped, it is time to scan them. Often scanner operators will use separator pages to separate the batches of documents, to index the batches together correctly. This saves time with data input on the operator’s side. Scanning software functionality such as Kofax VRS, allows the operator to either manually alter the document to improve quality, or set up settings automatically to do this and speed up the quality assurance (checking the image) process. Once the batch of documents is scanned, Capture Software such as ILINX Capture or Kofax Capture allows the operator will use specific index fields to associate metadata with the documents. These metadata fields will accompany the image once released into repository software so that the document can be searched for and found in the future.
If done correctly, scanning documents can be an efficient business process that will save your company time and money….it is as simple as that! For a demonstration of document scanning (even bring your own documents), attend Nexus. Call Inside Sales at 360-943-9273 and mention this blog for a registration discount!
Andrea Latham, CDIA+
If you don’t know about ILINX Capture, you should.
ILINX Capture is an amazing Web-based application that allows you to capture information any place, any time. This flexible product is designed to streamline business processes, and allow users to index quickly and accurately. ILINX Capture also costs significantly less than traditional scanning solutions, and because it’s browser-based, users can access it from anywhere in the world.
The benefits ILINX Capture offers are incomparable to other traditional capture platforms. ILINX Capture is also easy to deploy, taking only about a minute per desktop. This thin-client platform is also easy to maintain. Other benefits include:
- Minimal training
- Low total cost of ownership
- No page count licensing
- Supports distributed and centralized environments
- Improves accuracy of information delivered
- Image-enables line-of-business applications
- Configurable based on the user needs
ILINX Capture is also compatible with different ECM systems. The application can release information to your current line-of-business application, but i will also work with a variety of Enterprise Content Management systems, including:
- Microsoft SharePoint
- EMC – Documentum
- Oracle UCM and IPM
- OpenText – LiveLink
- IBM Content Manager
- FileNET P8 and Image Services
- It can also complement existing Input Accel or Kofax Capture implementations
Corporate Communications Manager