8 Document Capture Must Haves, a Document Management Tutorial


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Learn the must haves of document capture: automated file naming, splitting and routing, barcode extraction, flexible indexing, easy document management integration and more.

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8 Document Capture Must Haves, a Document Management Tutorial

  1. 1. Must Haves for Any Document Capture System (and a few nice to haves too) Document Management Tutorial
  2. 2. Whether you want to capture patient records, invoices, freight tickets, student records, waybills, accounting records…… any type of document
  3. 3. Look for these functions…
  4. 4. 1 Multiple Input Devices and Formats Does the capture system work with standard input devices and file formats? • MFP Devices • Standard TWAIN Scanners • Embedded Touchscreen Scanners • Existing PDF or TIFF Files
  5. 5. 2 Flexible Indexing Can I extract meta data or index information using? • Barcodes • Zonal OCR* • Drag and Drop OCR* • Manual Entry *Optical Character Recognition
  6. 6. Automated File Naming, Splitting and Routing 3 Can I automatically name, split, and route or distribute files based on: • Barcodes • Image OCR’d Text .. • System Data • Extracted Data
  7. 7. 4 Intuitive Interface Is the system user friendly? • Easy Page Navigation • Touchscreen Enabled • Onscreen Keyboard • Preview Extraction and Splitting
  8. 8. 5 Standard Outputs What files can I create? CSV or XML for Transfer Searchable PDF PDF TIFF
  9. 9. 6 Integrates with Existing Document Management or EMR Can I easily share index data with my Document Management or EMR System?
  10. 10. Batch Processing 7 Can I process a whole folder of documents, “watch folders,” or process a stack of documents all at once?
  11. 11. 8 Image Enhancement Can scans be cleaned or enhanced? • Deskew • Despeckle • Remove blank pages or separator sheets • Auto rotate • Remove lines • Adaptive thresholding
  12. 12. So now what would be nice to have?
  13. 13. 1 Search and Retrieve Capability Does the capture system double as a search and retrieval system? Can I use it as a stepping stone while I evaluate my document management system?
  14. 14. Easy Administration Can I create reusable templates or workflow “sets”? Can I pretest my workflow instructions? 2
  15. 15. Ability to Use Regular Expressions 3 Can I use regex to finely extract data for indexing, splitting, naming and routing files? Regular expressions (regex) provide a fast and powerful method to search, extract and replace specific data found within scanned documents. Regex is extremely flexible and patterns can be constructed to match almost anything.
  16. 16. Digital Rights and Security Can I restrict viewing, printing, cut/paste and apply passwords to the scanned documents and files? Are there auditing functions? 4
  17. 17. Rollback Features 5 Can I return to the original scanned image if needed?
  18. 18. 6 Branding Can I brand the solution for multiple departments or customers?
  19. 19. Now “you must choose, but choose wisely…”
  20. 20. Must Haves and Nice to Haves for any Document Management Capture System 1. Multiple Input Devices and Formats 1. Search and Retrieve Capability 2. Flexible Indexing 2. Easy Administration 3. Automated File Naming, Splitting and Routing 3. Ability to Use Regular Expressions 4. Intuitive Interface 4. Rollback Features 5. Standard Outputs 5. Digital Rights and Security 6. Integrates with Existing Document Management or EMR 6. Branding 7. Batch Processing 8. Image Enhancement For more information on this topic, read the full Document Capture Must Have article.
  21. 21. By DocuFi, makers of ImageRamp Document Management Capture Solution. 30 years’ experience in the Document Imaging market. Contact us for more information on: • • • • Find out more at ImageRamp Scanning documents for document management, and How to intelligently capture data from your scans Requirements for document management scanning www.docufi.com How to select a document capture or document scanning solution • Using touchscreen scanners such as the Fujitsu ScanSnap as an intelligent capture solution
  22. 22. Image Credits All images are owned or licensed by DocuFi with acknowledgement given to: • • • • • • • • All other Knile, “Lucy, you have some sorting to do!” http://bit.ly/19bSgjF Hang_in_there, “Deciding Which Door to Choose 2” http://bit.ly/Hv67qF Dgray, “xplane” http://bit.ly/17xKYXp Mattcornock, “LT - Google Drive - Files Vs Docs” http://bit.ly/1iv7QrO Marcin Wichary, “Alphabetical” http://bit.ly/1aILOku the UMF, “Baby Boy Typing” http://bit.ly/1dqAiuI Alan Cleaver, “Watching” http://bit.ly/1h1k9k7 Rubbermaid products, “Rubbermaid Reveal Spray Mop” http://bit.ly/17xLoNe • Peter Organisciak, “Lock” http://bit.ly/1iv8hCn • Wiredforlego, “LEGO Collectible Minifigures Series 7 : Computer Programmer” http://bit.ly/17Yb7Lm • Sarah Korf, “Cattle brand” http://bit.ly/1aIMs1m • Latente, “Caution” http://bit.ly/19Tf475 • Rob Young, “LEGO Indiana Jones at Desert edge” http://bit.ly/1iv8DsS • Dullhunk, “Maslow's hierarchy of needs: Self-actualisation, Self-esteem, Love, Safety, Physiology and ...WiFi!” http://bit.ly/1h1kMKH • Patrick are “Thank you” http://bit.ly/17xKErE images Hoesly,owned or royalty and license free.