Things to Consider While Implementing a Document Imaging Solution

By CIOReview | Friday, December 23, 2016
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There has been a gradual change in the way data is collected and preserved over time – from the traditional paperwork based practices to the latest trends where advanced scanning systems are implemented to capture and store data. The impact of digitalization at the global level has disrupted the private sector where corporates are using scanners to store files in the digital format shelved in the archives. Today, the information is stored in the form of media files such as images, videos, and audios captured through computers, smartphones, tablet PCs and even voice recognition devices.

The consumerization of IT has propelled the adoption of advanced document imaging software that can securely capture and store any type of information. Moreover, smartphones, tablets, and other advanced mobile devices boast a built-in camera that can transfer information from anywhere. For example–claiming for Insurance now requires the insured to click the images of the damaged vehicle or other property and send those photos directly to the insurer’s document management system. This digital data helps in streamlining the workflow by eliminating the delays caused by paper-based workflow.

On the other hand, voice recognition technology makes it easy for the employees to input sensitive information into a document management system. Speaking is a natural way of transmitting information and can be seamlessly recorded into the document management system. With respect to customer service, the feedback given by the customers are recorded and the data is directly stored in the computer for further processing.

With time, document imaging has expanded by using latest technologies such as optical and intelligent character recognition. These tools allow companies to convert a wide range of physical paperwork to digital format in the form of barcodes and QR codes. The intelligent character tools can go to the extent of reading even the hand printed text. To make information accessible on demand, metadata can be used to index documents in the repository. It is often generated through templates and fields and contains information that makes it easy to identify the documents in the repository.

While finding the documents gets easy, the user should focus on preventing unauthorized access to the information. In order to protect the documents in the repository, the document imaging system can also enable security rights by allowing authorized users alone to view particular content or perform certain functions including deleting a document within the system. The document imaging system can even ensure regulatory compliance with HIPAA, SEC, FINRA and other recordkeeping standards. Some ECM systems allow users to track the changes made in the repository and when the changes are made.

More than just protecting the documents, the users can use annotations to collaborate on the creation and modification of documents stored. The document imaging system provides annotations in the form of sticky notes, photos or images, text boxes, and stamps.

However, supporting capabilities becomes a major concern for technologies including the mobile devices, voice recognition, and OCR. In mobile environments, the connection between the device and the server should be examined in order to prevent the document from being erased or lost. Keeping security in mind, the devices should be password-protected to prevent unauthorized access by others. Furthermore, the security issues can even crop up in the database connectivity, where the data being accessed by users need to be clean and while the accuracy of the shared document may not be critical.

As the companies continue to accumulate documents, they need to adopt advanced document imaging solutions that facilitates a robust document management system in place. Organizations should also determine their needs and implement a right document imaging software to meet their internal service requirements.