Wednesday, January 2, 2013

5 Mistakes to Avoid When Implementing a Document Capture System

A turntable, DCS Pre and Power supply
A turntable, DCS Pre and Power supply (Photo credit: jiannone)
Document capture system (DCS) is an easy and convenient way that enables you to use its programmed software to copy and print documents electronically. You can even add digital signature, text or enter data into documents and eventually store data in a secured place. This way you can save a lot of time and money and obliquely you can save paper work.

How does a DCS works? When a user selects an option called– print DCS, then the system captures the data stream and prints it. The system internally creates images for the captured data and stores in it. Now after saving this document in the required place and if the customer wants to route the document to any of the people in the organisation, customers can scan and convert it to digitally copy file and email this digital copy along with the digital signature.
Without the DCS, the process of sending copies of the original documents to appropriate persons in an organisation involves enormous paperwork and extremely large place to store all the original documents legally. Thus DCS ensures flexibility in saving the captured data and can be shipped across LAN or WAN networks.

The following are a few benefits of installing the document capture system in your organisation:
  • It is easily integrated with other software programs and tools 
  • Provides option to add digital signature electronically to the scanned documents 
  • Enables inserting signature capability through remote systems 
  • Removes the hassle of paper work 
  • Caters instant access to documents 
  • ny document can be archived by supplying its document number and type 
  • It indexes and stores files for historical purposes 
How to use DCS?
DCS can be used for both scanning and importing documents. This is the process of capturing paper documents and scanning it so that a digital file comprising the same information can be stored. There are 2 functions of DCS– Scanning and Importing. The following instructions explain how to use digital capture system.

Scanning and storing documents can be done through different formats. For example, a PDF format is well known format to scan and results better text and image quality. The image document that is created after scanning can be accessed online.

The main purpose of DCS is not just to scan and store the documents but is also used to manage all your documents in one place together and imports these electronic documents for reference.

Usage of the document capture system seems simple and easy but often people tend to commit a few common mistakes while implementing.

The following instructions help you avoid 5 common mistakes while implementing DCS:
  • Know whether your document management system is good enough:  Check whether you can manage your scanning and importing documents effectively. Evaluate whether this system can improve your company productivity and remember to check few other important considerations that favour of organisational growth.

  • Estimate your requirements: Rather than focusing on overall company’s requirements, estimate the requirements of each department and choose the perfect document capture and management system.

  • Identify how you can reduce the cost of storage: See whether a DCS is able to reduce the cost of data storage. Often companies spend a lot of amount on storage system yet do not get desired results.

  • Hardware considerations: Do not just select system by looking at external features, you must also make sure that the system supports and synchronise with the server and other hardware examinations.

  • Understand document types: Make sure that your system is capable of handling different types of document types.

About the Guest Author: My name is Evita. I am a tech writer from UK. I am into Finance. At present I am focusing on ppi claims . Catch me @financeport

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