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Selecting A Scanner Page 03

Imaging technology makes great sense for companies with a need to reduce the risk of noncompliance and the costs of discovery during audits or litigation. Building a document management / imaging system is more complicated than just scanning a document and storing it. For the system to work effectively, there are several steps involved.

The first step involves scanning or capturing a document with a scanner or multifunction printer with scanning capabilities, or importing the document from an electronic source such as a fax machine, an E-mail server, a file server, or a File Transfer Protocol (FTP) site. This step typically involves hardware from vendors such as Fujitsu, Canon, Hewlett-Packard, Kodak, Ricoh, or Xerox. This stage may also involve capture software that can drive the device and can convert the image into a standard imaging format such as TIFF, JPG or PDF. Capture-software systems can also be used to manage batches of scanned images throughout the capture and export process.

The next step often involves enhancing the electronic image by performing actions such as removing speckles, fixing the alignment, and enhancing the borders. Such enhancements are typically performed by filters that are provided by capture-software systems or imaging software like Adobe Acrobat and Photoshop.

Then comes the most crucial step: indexing and recognition, which involves assigning descriptions to the images or capturing data from the images themselves. This can be done manually or be automated with software engines for optical-character recognition and intelligent character recognition of handwriting. Most capture systems provide manual indexing interfaces as well as recognition engines. To ensure that images are indexed properly, most capture-software systems provide quality-assurance or quality-control modules that allow for a visual review of images and descriptions before committing them to storage. Grover Park Consulting "Smart Tools for Smart Business"© creates custom databases for specialized applications.

Scanning and Document Management Booklet

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