Empty Document Management In Tray

1. Scanning and capture

Getting digital and paper documents into your system is quick and easy

Capturing, it sounds like a scary term, but all it means is getting your paper or digital documents into your document management system.

If it’s easier, think of it as your in-tray and what you would usually do when preparing to file your documents e.g. separating documents, making sure they’re the right way around, or if not needed then taking them out.

Capturing Paper Documents

The most efficient way to capture paper documents is to scan them either by using a multifunctional photocopier or a dedicated desktop scanner. Which one is more suitable depends on a few factors, including the size of the documents and whether you’re bulk scanning. It may be the case that a mixture of both is perfect for you.

Multifunctional Scanner

Multifunctional Photocopiers:

Your modern office photocopier is far more capable that those of the past, with virtually all of them now providing printing, faxing and scanning capabilities.

With both A3 and A4 scanning as default and reasonable scanning speeds, they can handle day-to-day scanning into a document management system with ease. Depending upon the model the scanner specification can go up to 500 sheet capacity and benefit from speedy one-pass duplex scanning.

Professional Desktop Scanner

Professional Desktop Scanners:

Professional desktop scanners are the ideal choice for dedicated scan stations, where large volumes of scanning is taking place that would otherwise cause bottlenecks for multifunctional photocopier users.

They can scan at much higher speeds than their multifunctional cousins and have a far higher suggested maximum number of daily scans, helping to make them comparatively more reliable and suitable for archiving.

No matter what scanning requirements you have, now or in the future, there is a suitable scanner for your needs to feed your documents into your document management system.

Attachment Capture Rules

Capturing Electronic Documents:

Automatically or manually add emails, PDF’s and more

As well as paper documents, companies receive a wide variety of electronic documents through email, web services and fax. These documents are already digital, so there is no need to print and scan them.

Email accounts and folders can be monitored for files, which can be captured on arrival for inclusion in your document management system. Of course, you might not want every document to be captured so rules in filing & indexing can determine which documents you wish to store and which you do not.


Scanning Multiple Documents:

Save yourself time by bulk scanning documents

Scanning paper documents one by one is pretty straightforward, but can be time consuming if you have a large batch. By using ‘separator sheets’ between your documents when they are scanned they are saved as separate documents.

Separator sheets can also provide additional instructions using barcodes or patch codes. These codes can tell the software about the document type, for example, whether a document is single or double sided, or landscape or portrait. Barcode sheets are incredibly easy to setup and use.

Drag and Drop Documents

Getting Things in Order:

Organising your documents is easy with drag and drop

Imagine you’ve scanned your documents and automatically cleaned them up but you notice there’s a page missing, the other pages are in the wrong order, and an unrelated page has been scanned. Do you start again? No, there’s no need to.

With easy to use drag and drop, you can simply insert, delete and rearrange your scanned document’s pages so that they’re in the correct order and ready for the next step. This is particularly useful where multiple users are scanning documents for a central operator to index and file.

Cleaning up scanned documents

Cleaning Things Up:

Make your documents spick and span before you store them

Most documents that you receive will be suitable for scanning straight into your document management system, but sometimes a bit of TLC is required to ensure they are stored correctly and are easy to read.

Scanned documents can be automatically or manually cleaned up, helping to correct a variety of common issues. For example a skewed, upside down, speckled document can be de-skewed, rotated and despeckled. Black hole punches can be turned back to white and stapled or folded corners can be cropped.

  • Rotation
  • Straightening
  • Colour adjustment
  • Aligning
  • Cropping
  • Despeckling
  • Black hole-punch removal

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