Use of Image Processing Technologies to Preserve Documents
Several organisations make use of imaging or document image processing techniques these days. It enables organisations to capture paper-based documents and then transform them into electronic images. These are stored on the computer and thus form a part of the archive. There are various reasons that have contributed to the use of image processing techniques and these include:
- Easy accessibility
- Increased security levels in case of confidential documents
- Enables complete text search
- Saves office space
Such an image processing system often forms a part of an enterprise content management system or ECM . Such formalised systems make it easier for organisations to manage their documents better. The documents are scanned and saved as digital images. ECM is, in fact, an umbrella term that is inclusive of web content management, records management, document management, workflow management, capture and scanning of documents, image processing and search.
ECM comprises five diverse components each of which are integral to establishing an enterprise-wide system. These can be classified as five different steps including capture, storage, management, preservation and delivery. The first step is termed as capture. The step comprises the task of converting the information that is stored on paper documents into an electronic format by the process of scanning. The process of capture is also used for securing information or data held within the document and for electronic files, such as word documents and emails, and it also helps to create a consistent structure for management. In addition, capture technologies include the creation of index values or meta data that define the characteristics of a particular document and make it easier for the user to trace the location through enhanced search technology.
Previously the task of imaging was carried out with the help of document automation systems that photographed the documents that were to be stored on microfiche or microfilm. Optical scanners are increasingly used these days for making digital copies of actual paper documents. Documents that already exist in a digital format can be either copied or linked with other relevant documents and semi-automatic or automatic capture technologies can be used for XML documents or EDI data in order to populate specialist application systems and ERP or business applications.
A number of recognition technologies are used to procure information from digital faxes or scanned documents. These include:
- Optical Mark Recognition or OMR: This technology helps to read markings such as dots or checkmarks and even special markings.
- Optical Character Recognition or OCR: Transforms images that appear in typeset text into alphanumeric digital characters.
- Barcode Recognition: Decodes the encodings held within barcode labels used on commercial and diverse products.
- Intelligent Character Recognition or ICR: Enables the conversion of handwritten text into alphanumeric characters.
These technologies have certainly made it easier for organisations to quickly carry out different internal processes and are resulting in significant returns on investment and cost savings from better sharing of information and reduced levels of staffing required to capture company and customer information.
Author Bio: Bruce Chable is a business consultant. He is consulted by business owners on topics such as effective management of documents and advices the use of techniques such as image processing.
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