One may think that document imaging just means that a document is scanned and converted into a digital file, but it’s actually a lot more than that. Behind the scenes, the document imaging software gives a reason why anyone would want to implement document imaging technology. The most common types of document imaging software are capture, workflow, record management, and collaboration.
Capture is the most basic software, as it simply allows users to manage their scanning activity. This software can control or manipulate large volumes of files being scanned and can be used to track and index images while releasing them into document-management systems or other destinations. Also, the software can be used to improve image quality.
A workflow system is used to automatically route documents throughout a business to save time for the employees. If an insurance company needs to check an application through the fraud department before it’s approved, a workflow system can determine the type of application it is and send it to the correct fraud-detection person. As this example highlights, a digital workflow is much quicker and more efficient than distributing the document by hand or mail.
A records management system creates control over scanned documents and allows users to control access to files while also monitoring who is viewing the document at any time. RM systems are essential for regulated environments, where data privacy and security provisions are in place, like in a healthcare organization. The system is also useful for ensuring that documents are destroyed, which is very important for every business.
In many offices, sharing files and images is done daily over many different platforms. Sharing document images digitally is the most cost-effective and time-saving way to distribute files, as it is also more secure than passing around printed copies. Scan-to-e-mail applications are the most basic form of document sharing, but many imaging applications also connect with popular sites used in many organizations including Dropbox, Google Drive, and SharePoint.
Micro Record Can Help With Your Document Imaging Needs And More
Micro Records can help your business transition to a paperless way of life with quality e-forms and technology. For more information about how we can help your business utilize proactive monitoring, transition to doing things digitally, get rid of sensitive documents securely or benefit from new technology solutions, visit us online or give us a call at (877) 410-SCAN. For more tips on transitioning your business to paperless technology and going green, follow us on Facebook, Twitter, LinkedIn, Google+, YouTube, and Flickr.