Document imaging is the practice of using equipment like scanners or special cameras to take a picture of information contained in another form (usually paper or microfilm). There are many advantages to converting paper to digital files through the use of document imaging, and also some disadvantages. If you can imagine taking a picture of a piece of paper, this would come very close to the basic premise of document imaging.
There are many compelling reasons to use document imaging for your work:
Frequent retrieval – Document imaging provides a way to convert the document to a format that can be accessed through the Internet. It provides a great cost reduction and greater work efficiency.
Enterprise document sharing – Documents such as accounts payable require review and approval from multiple departments or even multiple facility locations. Once an invoice is imaged, it can be viewed by another team leader down the hall or a branch office across the ocean. For enterprise document sharing, imaging is an ideal solution.
Document search and retrieval – With imaged documents a process called “indexing” is used to provide descriptive information about the image. This information about the document metadata can be searched in a database, which can greatly improve information retrieval speed.
Special compliance requirements – There are situations where compliance issues may require a conversion from paper files to digital images. Imaging the information so that it can be encrypted (encoded in a way that requires a key to translate the information), provides an acceptable method of compliance.
For more information about Document Imaging services at Endicott Microfilm visit us at https://endicottmicrofilm.com/document-imaging/