What is document imaging?

Accelerate your business processes with a document imaging solution

Picture all of those boxes and filing cabinets full of historical archives being stored in your organization’s warehouses, filing rooms or even empty offices. The ones filled with hundreds of documents, papers, snapshots and financial reports – many of which are duplicates or damaged and unidentifiable.

Now, imagine having a request come in for you to find a specific document from one of those boxes or filing cabinets. How confident are you that you would be able to find it quickly? Would you even be able to find it?

With document imaging, these concerns go out the door along with those boxes and filing cabinets, allowing you to reclaim valuable office space and cut costs surrounding the physical storage of documents and files. And, by making that content much more accessible, you also speed processes organization-wide by removing the hunt for information.

The power of a document imaging system

Document imaging encompasses all processes that convert paper documents into an electronic format. However, the right system does much more than that, including:

  • Provides simultaneous access to the same document by multiple users
  • Enables access to required documents and information from outside the four walls of your organization
  • Automatically organizes captured documents and information

Finding the right document imaging software

To make sure you find the right document imaging system, there are a number of questions you need to ask to determine your organization’s needs. These include:

  • What kind of document volume will be processed?
  • How fast do I need to get documents scanned in order to meet my internal service level requirements?
  • Can my remote offices do all of the work, some of the work or none of the work?
  • If there is a desire for centralized capture, how will the documents get to my facility?

These are just some of the questions you need to answer, but they’ll give you a good start in understanding the level of the project you are about to start. A good software provider will help you answer these and any other questions you may have.

Discover more common ECM terms

Ready to learn more about other related enterprise content management (ECM) terms? Check out the following terms:

demo Gartner Magic Quadrant for content services platforms