8 document capture must haves, a document management tutorial

Any Document Capture System

Must Haves for

Document Management Tutorial

(and a few nice to haves too)

Whether you want to capture patient records, invoices, freight tickets, student records, waybills, accounting records…… any type of document

Look for these functions…

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

Flexible Indexing 2 Can I extract meta data or index information using?

• Barcodes

• Zonal OCR*

• Drag and Drop OCR*

• Manual Entry

*Optical Character Recognition

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

Intuitive Interface 4 Is the system user friendly?

• Easy Page Navigation

• Touchscreen Enabled

• Onscreen Keyboard

• Preview Extraction and Splitting

Standard Outputs 5 What files can I create?

TIFF

Searchable PDF

PDF

CSV or XML for Transfer

Integrates with Existing Document Management or EMR 6

Can I easily share index data with my Document Management or EMR System?

7 Can I process a whole folder of documents, “watch folders,” or process a stack of documents all at once?

Batch Processing

Image Enhancement 8 Can scans be cleaned or enhanced?

• Deskew • Despeckle • Remove blank pages or

separator sheets • Auto rotate • Remove lines • Adaptive thresholding

So now what would be nice to have?

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

Easy Administration

Can I create reusable templates or workflow “sets”?

Can I pretest my workflow instructions?

2

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

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

Can I return to the original scanned image if needed?

Rollback Features 5

Branding

Can I brand the solution for multiple departments or customers?

6

Now “you must choose, but choose wisely…”

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.

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

All other images are owned or royalty and license free.

Image Credits

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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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