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how does document imaging work?
Document imaging conversion is a highly structured process of preparing, organizing, identifying and maintaining access to digital information. This process may take place internally using employees or externally using a third-party contractor, (members of the Tronitech team who work together with you to provide document imaging conversion). Here are the main components of a document imaging project:
scanning project management
Whether the document imaging conversion project is conducted by employees using Tronitech solutions or by Team Tronitech partners, there musts be a clear understanding of the scope of the project, resources available, and internal or external scanning project management capability. What types of records will be scanned? What are keywords or other metadata that will be used to search for and retrieve images? What deadlines are involved? What are the budget constraints? If Tronitech partners are involved, there will also be an examination of samples of the material to be imaged in order to provide estimates of time requirements.
Files contain many elements such as staples, paperclips and sticky notes. These must be removed by employees or Tronitech team members and organized using cover sheets and bar codes. Once the document imaging conversion process has been completed, files are reassembled.
Once documents are prepared, they are scanned using special equipment. Tronitech Capture provides a full-service solution for image scanning. Scanning may involve a capture of the image scanned, or can be used to recreate digital text in an editable form (called optical character recognition or OCR). The scan results are then compared to originals in order to ensure the quality of scanned documents. This quality control step is a critical element of capture and may include every scanned image or selected samples, depending on policies and requirements.
Scanned images need to be categorized in order to facilitate retrieval. This step, known as indexing, can be either field-based, (certain key fields such as medical record number or invoice date are captured in a database linked to the image), or full-text based (used with OCR to make the text of scanned documents searchable). Even if employees are used to perform the document imaging conversion, offshore data indexing is sometimes used to reduce labor costs associated with indexing. Offshore indexing is a specialized form of offshore data entry; in some cases compliance requirements may prohibit offshore indexing, but where it is permitted can help to reduce the overall cost of a document imaging conversion project.
cloud- based document storage
After the document imaging conversion process has been completed, including indexing, the images need to find a home in a secure and accessible repository. Some clients may prefer to house and maintain images themselves; however, most will choose a managed document storage solution in the cloud. VALUTview is an affordable, secure and easy-to-use cloud-based document storage solution for image storage and access. Ease of use and affordability are key aspects of long-term digital document management. Any solution selected should consider these two critical factors.