Cabinet NG White Paper Sample

Introduction

Perhaps the most asked question when considering document management solutions is "How do I get my paper documents scanned quickly and efficiently?" Anyone contemplating document management or electronic archiving of paper based information must learn the options and determine what works best in their circumstances. These options must take into consideration the likely volumes of file cabinets or paper archives used in business and how to efficiently process the daily documents generated during normal business operations. The purpose of this paper is to introduce document imaging and guidelines for getting started with the scanning process. The entire process is commonly referred to as document capture or simply capture.

The Problem

Historical and current paper based business documents must be digitally captured to be used with an electronic document management system (EDMS). During the capture process, documents must be labeled with index information so they can be easily located once stored. Various document types may require different scanning parameters and index information depending on the type of document and how the document will be searched in the EDMS. Scanning thousands and perhaps millions of pages of paper requires a well thought out capture solution that is quick and efficient. Ongoing scanning of documents generated on a daily basis must also be addressed.

Where to Begin

There are many steps to consider before beginning the actual capture (scanning) process. The entire capture process can be broken down into five primary functions.

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