8 document capture must haves, a document management tutorial
DESCRIPTION
Learn the must haves of document capture: automated file naming, splitting and routing, barcode extraction, flexible indexing, easy document management integration and more.TRANSCRIPT
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Any Document Capture System
Must Haves for
Document Management Tutorial
(and a few nice to haves too)
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Whether you want to capture patient records, invoices, freight tickets, student records, waybills, accounting records…… any type of document
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Look for these functions…
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Multiple Input Devices and Formats 1 Does the capture system work with standard input devices and file formats?
• MFP Devices
• Standard TWAIN Scanners
• Embedded Touchscreen Scanners
• Existing PDF or TIFF Files
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Flexible Indexing 2 Can I extract meta data or index information using?
• Barcodes
• Zonal OCR*
• Drag and Drop OCR*
• Manual Entry
*Optical Character Recognition
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3 Automated File Naming, Splitting and Routing
..
Can I automatically name, split, and route or distribute files based on:
• Barcodes
• Image OCR’d Text
• System Data
• Extracted Data
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Intuitive Interface 4 Is the system user friendly?
• Easy Page Navigation
• Touchscreen Enabled
• Onscreen Keyboard
• Preview Extraction and Splitting
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Standard Outputs 5 What files can I create?
TIFF
Searchable PDF
CSV or XML for Transfer
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Integrates with Existing Document Management or EMR 6
Can I easily share index data with my Document Management or EMR System?
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7 Can I process a whole folder of documents, “watch folders,” or process a stack of documents all at once?
Batch Processing
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Image Enhancement 8 Can scans be cleaned or enhanced?
• Deskew • Despeckle • Remove blank pages or
separator sheets • Auto rotate • Remove lines • Adaptive thresholding
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So now what would be nice to have?
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Does the capture system double as a search and retrieval system? Can I use it as a stepping stone while I evaluate my document management system?
Search and Retrieve Capability 1
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Easy Administration
Can I create reusable templates or workflow “sets”?
Can I pretest my workflow instructions?
2
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Ability to Use Regular Expressions
Regular expressions (regex) provide a fast and powerful method to search, extract and replace specific data found within scanned documents.
Regex is extremely flexible and patterns can be constructed to match almost anything.
Can I use regex to finely extract data for indexing, splitting, naming and routing files?
3
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Can I restrict viewing, printing, cut/paste and apply passwords to the scanned documents and files? Are there auditing functions?
Digital Rights and Security 4
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Can I return to the original scanned image if needed?
Rollback Features 5
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Branding
Can I brand the solution for multiple departments or customers?
6
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Now “you must choose, but choose wisely…”
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Must Haves and Nice to Haves for any Document Management Capture System
1. Multiple Input Devices and Formats
2. Flexible Indexing
3. Automated File Naming, Splitting and Routing
4. Intuitive Interface
5. Standard Outputs
6. Integrates with Existing Document Management or EMR
7. Batch Processing
8. Image Enhancement
1. Search and Retrieve Capability
2. Easy Administration
3. Ability to Use Regular Expressions
4. Rollback Features
5. Digital Rights and Security
6. Branding
For more information on this topic, read the full Document Capture Must Have article.
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Contact us for more information on: • Scanning documents for document management, • How to intelligently capture data from your scans • Requirements for document management scanning • How to select a document capture or document scanning
solution • Using touchscreen scanners such as the Fujitsu ScanSnap as an
intelligent capture solution
By DocuFi, makers of ImageRamp Document Management Capture Solution.
30 years’ experience in the Document Imaging market.
Find out more at ImageRamp
and www.docufi.com
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Image Credits
• Knile, “Lucy, you have some sorting to do!” http://bit.ly/19bSgjF • Hang_in_there, “Deciding Which Door to Choose 2” http://bit.ly/Hv67qF • Dgray, “xplane” http://bit.ly/17xKYXp • Mattcornock, “LT - Google Drive - Files Vs Docs” http://bit.ly/1iv7QrO • Marcin Wichary, “Alphabetical” http://bit.ly/1aILOku • the UMF, “Baby Boy Typing” http://bit.ly/1dqAiuI • Alan Cleaver, “Watching” http://bit.ly/1h1k9k7 • Rubbermaid products, “Rubbermaid Reveal Spray Mop” http://bit.ly/17xLoNe • Peter Organisciak, “Lock” http://bit.ly/1iv8hCn • Wiredforlego, “LEGO Collectible Minifigures Series 7 : Computer Programmer”
http://bit.ly/17Yb7Lm • Sarah Korf, “Cattle brand” http://bit.ly/1aIMs1m • Latente, “Caution” http://bit.ly/19Tf475 • Rob Young, “LEGO Indiana Jones at Desert edge” http://bit.ly/1iv8DsS • Dullhunk, “Maslow's hierarchy of needs: Self-actualisation, Self-esteem, Love,
Safety, Physiology and ...WiFi!” http://bit.ly/1h1kMKH
• Patrick Hoesly, “Thank you” http://bit.ly/17xKErE
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