The need to quickly and efficiently organize, index, and file paper based documents in an Electronic Document Management System (EDMS) can be challenging. By implementing and properly configuring available software tools, this task can be managed effectively. Batch scanning is the commonly referred to process of turning paper into digital documents. The use of batch scanning in the proper manner can increase productivity and ensure success in the implementation of the EDMS. Software packages that help with batch scanning are categorized as document capture software(a subset of the overall ECM market).
Batch scanning typically falls into two basic categories; manual batch processing and automated batch processing. The two categories have different criteria and definition.
There are 5 steps involved in the capture process:
- Document preparation – involves the preparation of the physical documents to be scanned by the capture solution. Depending on the state of the documents, preparation can be a time intensive task.
- Scanning – involves the capture of the physical documents by a scanner. Scanner selection is key step in getting this part of the job right.
- Quality Assurance – the process of ensuring the documents scanned are of high enough quality and that all the data necessary is available.
- Indexing or Classification – the processing of indexing the documents so they are filed in the correct place in the document management system. With an automated system they will likely be filed based on some piece of data extracted from the document (either via OCR or a barcode). With a manual system, a person would have to view the document and file it in the correct location.
- Migration – the final step is having the document capture software file the documents in a document management solution.
The batch scanning and document capture process is very useful in processing many documents rapidly. It is important to review the document types, decide on the best scanning hardware and software to use for the capture process, and employ the most effective manual and automated data entry schemes. By implementing these techniques, a few hundred to thousands of pages of paper can be processed by a single scan station on a daily basis. It is critical to choose a knowledgeable consultant to guide you if you have large volumes of physical documents to import. Abe Niedzwiecki has written a more detailed white paper:
http://www.cabinetng.com/white-papers/batch_scanning.php
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