Although the recent operation of enterprise information management has become more and more comprehensive, the paper documentation does not completely disappear from the workflow. However, for papers contain confidential information or original documents, the necessity of keeping and storing files will not be replaced by the digital revolution. For some reasons such as government regulations, information security and other factors, the enterprises need to have a better solution to digitalise and keep these documents for a certain period of time.
Simple concept yet complex when it comes to large volume
Technically speaking, the simplest way to digitize the paper-based file is to scan and index them in the proper way, which may involve in efficient techniques, methods, or programs, and specific requirements according to different organisations. However, the essential workflow is the same – digitalisation, which for some simple occasions, even a student can achieve that. Although the idea itself is not a problem, but when it comes to large volume and security issues, it can become complicated.
From the equipment processing to final integration into data management system
For some requirements of compliance with the laws and regulations, the digitalisation of hardcopy document has become one of the primary tasks for some organisations such as legal. Once the paper files have been digitized, the workflow will depends on how much information you would like to capture from the document and this process may vary from simple image file to multiple fields text extraction. This document management system simplify the search process by indexing and capturing the important information in the specific way which not only benefit for report generation and data analysis but also workflow efficiency. For most organisations the common document type need to be managed such as invoices, worksheets, reports and so on.
The security control and full life cycle extension of the document
The complete input-output data management system has the common three major requirements, easy to search, 3rd party sharing/editing and security control. Among them, the first two process standardized the files/document, therefore it makes the data organised and enhance the workflow efficiency. In addition, different enterprises may have different security management needs, such as version control, document review, authority control, so a good management system must also have a flexible file management control.
QA/QC – The extension of document life cycle
While companies can digitize document by sophisticated scanners to perform the tasks, however, Quality assurance or quality checking (QA/QC) and objective capture process will still involve manual process. The ultimate yet fundamental goal will be retrieve the accurate data. By getting the correct information, the document life cycle can be extended in the long time.