Document Scanning Blog

Known as the process by which an image file is converted into an editable and searchable document, OCR scanning has really taken off in recent years. This is because with so many businesses switching to online document management (instead of cumbersome paper files), the need to find and edit existing documents is as important as ever. OCR, or Optical Character Recognition, OCR scanning is used for managing live documents which can be found using keyword-based or parametric searches, edited, and then retained in multiple versions on a server. This process of content manipulation can be used by law firms, archives managers, educators, museums and medical facilities, among others. It can also be translated easily into multiple languages, including HTML. OCR scanning became more widely known about ten years ago, but there are still very few standards that define OCR applications. While some software programs claim to cut down on error rates, few are capable of delivering high quality OCR-scanned documents at a reasonable price. For the thousands of businesses looking to transfer large amounts of original files into digital data, speed and accuracy are a major concern. This is mainly because the original documents need to be out of reach for the period of time it takes to have them professionally scanned and uploaded into digital files. One solution is to scan documents in segments throughout the year by a professional document scanning company who promises quick turnaround. Volume and turnaround time are the most important factors in determining the need for a professional document scanning company. In the consumer as well as the professional arena, most scanners can handle OCR imaging. If you choose to go this route, consider buying one where the software is part of the machine itself, as this seems to increase speed without sacrificing accuracy. Ultimately, turnaround time and volume will determine whether a job should be handled in-house or outsourced to a document scanning company.

Technology is constantly changing or being reinvented, making old methods of electronic document storage obsolete. That’s why choosing a document scanning company can be a complex task. You know you need to realize the tangible benefits of document scanning, like improved productivity and efficiency, but with so many choices available it can be tough to decide which path to take. Some document scanning companies offer imaging only, without offering solutions for storage, retrieval and security. Today, more and more document scanning companies are starting to offer OCR scanning, online document storage, medical records scanning and full-service document management. All these choices can make it difficult to choose a document scanning vendor, which is why it is important to choose one who meets the following criteria. * Document storage is quickly becoming the main reason to start working with a document scanning company. Now that so many secure, web-based options are available, many medical and law practices are making the switch to online document storage. * When it is important to be able to edit and extract text from scanned documents at a later date, be sure the company you choose offers OCR scanning. It is particularly helpful for law offices, archive specialists and medical practices. * More than ever, security needs to be a major consideration. This especially true if your documents are confidential or proprietary. * If your business will be dependent upon an outside server to view documents online, be sure they can provide 24/7 customer service and a reliable amount of “uptime”. * Another consideration is the physical storage of scanned documents. Choose a vendor who can transport and store your files in a temperature controlled storage facility. This may require the selection of a vendor whose facility is located within driving distance from your offices.

The ability to scan paper documents into digital images has been available for awhile, even for home use, but until recently most businesses relied primarily on paper documents to manage their most important business records. Perhaps this is due to a fear of the unknown, or a lack of knowledge about how a document management program works. The Benefits of Outsourcing Document scanning companies offer a full range of imaging and electronic storage services to meet the needs of today’s businesses, making it much easier for an office to go “paperless” with little interruption to their daily business activities. Outsourcing document imaging solutions allows a company to capture, store and index document files into any digital format, store them on a web-based network, and keep them secure. Advanced applications also allow these documents to be edited, distributed, audited, searched and archived within a few short minutes. In addition, most document imaging services offer full-service, custom document management solutions for businesses, complete with data security, advanced retrieval capabilities, metadata, versioning and high storage volume. When choosing a document scanning provider, look for one that will allow you to create a customized solution to meet your organization’s unique needs. Most digital imaging services now provide: OCR scanning: uses optical character recognition (OCR) software to convert scanned images into readable text. Integration: allows the document management program to be used with other applications and edited, then saved back to the document repository. Indexing: allows users to track the metadata or description associated with a document and easily retrieve stored documents by entering search criteria. Advanced document management systems can make any business more nimble and efficient. Not only does it save space and make employees more efficient, it also allows employees to access proprietary information almost anywhere using secure data retrieval via web-based electronic document storage.