This is Part 1 of our video series on the basics of document capture. We are providing these videos to educate viewers about the benefits of using document capture. We are also providing a free online utility for creating barcodes to be used in the document capture process. These can be created by visiting the following web page resource: http://www.ufcinc.info

1. Document Capture
In plain English
Part 1
By Travis Spangler - UFC, Inc. Product Development

2. What is Document Capture?
• Saving paper documents in electronic form
• Ensures business processes are followed
based on the type of document
• Why?
– Reduces reliance on paper (increase efficiency)
– Immediate Access to Documents
– Save Time and Money

3. Document Capture in 5 Easy Steps
(1)
Capture
(5) (2)
Archive Classify
(4) (3)
Verify Index

4. Step #1 - Capture
• Documents are transferred
(1) into “digital” form
Capture
• Standard ways:
– Scanning
– Faxing
– File Uploading

5. Step #2 - Classify
• Ensures documents are
(2) separated and ordered
Classify accurately
• Ways of page separation:
– Barcodes
– Fixed Page Count
– Blank Pages

6. Step #3 - Indexing
• Assign values to the
(3)
document that help for
Index referencing at a later time
(also known as “tagging”)
• Examples:
– Invoice Number
– PO Number
– Account Number
– Vendor Name

7. Step #4 - Verify
• Ensure that the values
(4) entered in step #3 are
Verify accurate
• This is usually done when
the indexes (tags) are
automatically read by
software

8. Step #5 - Archive
• Places the document in a
final storage system (also
(5) known as a “Document
Archive Management System”)
• This is where the documents
will be accessed by others at
your business
• Popular File Storage Systems:
– FileNet
– SharePoint
– Oracle I/PM

9. Review
(1)
Capture
(5) (2)
Archive Classify
(4) (3)
Verify Index

10. Contact UFC
• Travis Spangler
Email: tspangler@ufcinc.com
Phone: 248-441-0100 x109
Web: www.ufcinc.com