Document Imaging
Document imaging is a
procedure that involves scanning paper documents,
converting them into digital images which are then
stored in CDs, DVDs or other magnetic storage. The best
example of document imaging system is Microsoft office
document imaging. Document imaging combines two worlds
of online and paper in such a way that makes you more
productive..
How does document imaging work?
The document imaging system actually has two components-
a scanning component and an imaging component. The
scanning component allows you to scan documents and
makes them available on your computer, while the imaging
component makes it easy to view scanned documents on the
screen..
The hardcopy or paper documents are the first scanned
through document scanning component and then converted
to digital images through imaging component and saved on
computer’s hard disk, network server, CD or DVD. These
digital images can be saved in a Tagged Image File
Format (TIFF) or Microsoft document imaging format
(MDI). The document imaging system also enables you to
perform optical character recognition (OCR) either as a
part of scanning document or while you work with TIFF or
MDI file. The desired text can then be copied to the
scanned image by performing OCR.
When to use the document imaging?
You can use document imaging system when you want to:
• Scan both single and multi-page documents.
• Rearrange the multi-scanned documents in order before
sending it to another person by e-mail or as online fax.
• Easily read a scanned document on your computer
screen. Sometimes a document contains prints or
handwriting which is unreadable otherwise.
• Fill in the requested information online in a form
that has already been scanned.
• Copy and paste the important text and images from a
scanned document in any office program like Microsoft
word
• Search for a specific text or image within the scanned
document.
Benefits:
• Reducing the time wasted searching for document -
Professionals waste a lot of time in searching the data
or document. Reducing the wastage of precious time is
the main reason why document imaging systems are
installed in many offices.
• Hunting for missing documents - The documents are
bound to be misplaced in a huge office environment.
People find it difficult to recollect them. Document
imaging systems help to prevent such mishaps.
• Carefully managing large records- The available data
is required to be stored in a repository. It is highly
imperative to manage such large records which can easily
be done through document imaging system.
• Solving storage problems - The document imaging system
recognises the expiry date of a particular data. Such a
data is destroyed thus making additional space available
for new information.
• Securing the vital records- Information is the
lifeblood of every organization. Such vital information
is safeguarded by document imaging system.
• Making documents readily available - The complete
historical data of the organisation can be stored with
the help of document imaging which can be made available
at any point of time.
• Distributing multiple documents - The scanned
documents converted into images or text can be sent
effortlessly to other person over the Internet.
|