What happens when one of your team members is looking for a paper document and doesn't know where to find it? Just sorting through the possibilities takes too much time. Is it stored on-site or off-site? Could it be on someone’s desk? Is it in the pile of documents waiting to be filed?
The staff in the government offices of Henrietta, New York, was all too familiar with this problem. In this article, you'll find out how they went from conducting document searches that took days or weeks to experiencing the rewards of instant access and saved $20,000 on storage alone during the first year. You’ll also learn how document imaging software can add value for your organization.
Table of Contents
- A definition of document imaging software
- How document imaging systems work
- Document imaging software vs. a document management system
- Benefits of document imaging software
- Real-life example: How the Town of Henrietta went paperless
- How to choose the right document imaging software
A definition of document imaging software
Document imaging software converts paper documents into digital files using a document scanner or multi-function device. These electronic files can be stored in a database like a document management system.
Traditionally, document imaging software uses optical character recognition (OCR) to convert images into editable text. Intelligent Document Processing (IDP), which is the latest innovation in document capture, brings Deep OCR and other AI-driven technology into the mix. IDP indexes documents by tagging them with metadata that describes the document type, date, project, and other identifying information. It accurately reads, classifies, and preprocesses your documents. It understands information in context and cuts down the need for manual intervention.
The growing need for digitization
In today's data-centric business environment, quick access to information is vital. Companies that still depend on physical paperwork struggle with slow retrieval, manual processes, security risks and high storage costs. Document imaging software enables organizations to overcome these obstacles, improving operational efficiency, reducing costs and ensuring data security.
How document imaging systems work
The document imaging process typically involves:
- Preparation: Documents are prepared by removing staples and organizing pages to ensure smooth scanning.
- Scanning: Documents are scanned and converted into machine-readable, digital text.
- Image enhancement: The digital image is adjusted for clarity and readability.
- Indexing/classification: With traditional OCR, the digital document is routed to another system for indexing. AI-enabled IDP indexes documents and assigns metadata to each digital file.
- Quality assurance: Images and metadata are reviewed for accuracy.
IDP has additional features that can:
- Perform batch scanning without barcodes or separator pages.
- Automate precision cropping to enable proper alignment.
- Recognize formats in context and assign documents to the correct category according to their subject and attributes.
- Use machine learning algorithms and other AI technology to extract and validate data with a high level of accuracy.
- Route documents to the correct location for secure storage and quick retrieval.
- Trigger automated workflow.
Document imaging software vs. a document management system
Document imaging software can be purchased as a stand-alone solution. However, when document imaging functionally is incorporated into a document management system, your company will gain additional capabilities including electronic signatures, e-forms, automated workflows, secure storage and the potential for integrations with other business software.
Capability |
Document Imaging Software |
Document Management System |
| Scanning |  |
|
| OCR or IDP | |
|
| With IDP only: Indexing with metadata | |
|
| Secure storage |  |
|
| Version control | |
|
| Search and retrieval | |
|
| Automated workflow | |
|
| Ability to share data with an ERP and other business software | |
|
| Disaster recovery | |
|
Benefits of document imaging software
Industry-specific examples
Healthcare
With document imaging software, companies can manage large volumes of patient data with speed and accuracy. The software enables scanners to digitize medical records including intake forms, x-rays, and patient histories. Some document imaging software also converts handwritten prescriptions into a digital format, making them easier for pharmacists to verify and fill.
Manufacturing
Document imaging software replaces the manual transcription of production logs, quality assurance reports, inspection forms, and other documentation needed for audits and compliance with accurate digital documents.
Insurance
With paper documents, claims review can be slow and error prone. Document imaging software can extract and classify claim information, validate data and kick off a workflow to ensure quick review and prompt payment.
Overall benefits of document imaging software paired with a document management system
- Lowers administrative overhead: Reduces time and resources spent on filing, retrieving and routing documents.
- Reduces need for physical storage: Minimizes the need for physical space to store paper documents.
- Enhances accessibility: Digital documents enable remote access, ideal for businesses with distributed teams or multiple offices, thereby facilitating collaboration and flexibility.
- Speeds document search and retrieval: Enhances productivity by enabling automatic classification quick access to documents.
- Enhances compliance support: Assists in meeting regulatory requirements such as HIPAA and GDPR.
- Enforces document retention schedules: Digital systems streamline enforcement of document retention schedules, aiding businesses in maintaining regulatory compliance without requiring manual oversight.
- Audit proofs your documents: Features like version tracking and audit trails uphold document accuracy and integrity during audits.
- Provides state-of-the-art security: Digitized documents are protected by encryption, unique passwords and multi-factor authentication, diminishing the risk of unauthorized access. Version control, permissioned access and audit trails protect data privacy and prove document integrity.
- Enables fail-safe disaster recovery: Facilitates backup and recovery processes to prevent data loss.
- Promotes sustainability: Minimizes environmental impact by eliminating the need for printing and generating less waste, contributing to corporate sustainability initiatives.
Real-life example: How the Town of Henrietta went paperless
Remember the Town of Henrietta we mentioned at the beginning of this article? Town departments were overwhelmed by the number of documents that had to be kept permanently, including planning and zoning files, real estate and land records; and birth, death and marriage certificates. Off-site storage was expensive and searching for documents could take days or weeks.
The Town’s top priorities were to find a software solution that could:
- Integrate with their existing software including the NY State real property tax and municipal clerk licensing systems.
- Free up space and enable instant access to public records.
- Enable the Town to better serve its citizens.
What technology made this all possible? It’s a properly configured document digitization process, which is just one benefit of using DocuWare, a leading provider of document management and workflow automation solutions. Now, the Town of Henrietta has more than 500,000 documents stored in the system.
The outcome: Instant access to information, big time savings, and $20,000+ cut from storage bills.
How to choose the right document imaging system
Document imaging software handles scanning and digitization — but a DMS takes it further with classification, workflow automation, e-forms, electronic signatures and other features that promote productivity. A DMS provides a single source of truth, ensuring scanned documents are instantly searchable, shareable and secure across teams and departments. While document imaging software enables your company free up space on-site and eliminate off-site storage, reduce effort and contain costs using imaging software that is incorporated into a DMS maximizes productivity, reduces manual work and boosts long-term cost savings.
