Written by Ana Canteli on 1 March 2019
The importance of scanning projects, or document imaging, should not be underestimated, as this technology strives to make information accessible so people can consult and use it. Any misidentified document can be wrongly archived in a file box or even lost. According to the latest statistics, finding documents poorly stored in a file cabinet can cost $122 per sheet or up to 20% of staff productivity.
Sometimes, for legal and regulatory content management reasons it is necessary to keep paper files for years. But most documents: invoices, delivery notes, commercial documents, and records can be easily digitized. Document digitization is the easiest way to get involved in digital transformation and adopt the paperless office in our business processes. By simply digitizing part of the document storage, we will increase efficiency and security.
The document scanning projects offer many advantages:
To enhance and optimize the document imaging it is advisable to use a content management solution, something that can turn the document conversion process into a success story. With it, we can achieve many more activities and carry out more tasks in our paper scanning project. After scanning, we can apply text extraction, identification of document types, data capture, indexing, classification or category assignment, and other helpful functions to our business processes.
As we have said, a document management solution can help us maximize the performance of the records scanning service and our efforts towards digital transformation.
In any organization, the most important elements are the people, hardware and software used to meet our objectives, with the programs being the point of union among all of them, which provides the following benefits:
The OpenKM document management system has been successfully implemented in organizations of all types, from NGOs, through public administrations, educational institutions and companies from all areas of activity. With OpenKM the organization will have complete freedom to organize document scanning services. One of the strengths of OpenKM is that it can be integrated transparently with third-party applications; it does not present technological barriers to be integrated with any file digitization device, which facilitates the acquisition, implementation, and amortization of the project. In fact, the software provides its own scanner client whose only requirement is that the device follows the TWAIN protocol. And if this is not enough, the system includes SDKs in Java, PHP, and .NET that allow the creation of content between the document manager and the suite of the company's programs.
With regard to the preparation of a digital transformation project to move from document management on paper to electronic document management, there are several elements to be taken into account:
With OpenKM any organization can, through the process of digitization, save space and time. A scanned or digitized document can be managed electronically thanks to the OpenKM workflow engine or manipulated through the automation or intelligent tasks implemented by the organization. Both are alternatives to maximize the efficiency of the entity's processes while minimizing human errors.
On the other hand, OpenKM's security management system at various levels offers global coverage to the contents of the organization. With the document manager, only authenticated users in the system can access the scanned documents. Then the organization, by the assignment of roles and profiles, will determine the conditions of access to the scanned documents. And the management of security at the granular level allows the flexible definition of the privacy policy and the use of scanned elements. With the OpenKM Kcenter platform, new applications can be created, with their own privacy policy and, for example, a portal for clients and suppliers, that provide them with a customized interface, a succession of screens designed to facilitate their tasks, etc. One more element that contributes to improving customer service and productivity perceived by all members of the business.
Open Document Management System S.L.
Europe Spain: Please call +34 605 074 544.
Office Hours:
Monday - Friday: 09:00 am - 14:00 pm, 16:00 pm- 19:00 pm CEST for immediate assistance. Currently, it is Tuesday 07:15 am in Palma de Mallorca, Spain.
Europe United Kingdom: Please call +44 208 638 8114.
Office Hours:
Monday - Friday: 09:00 am - 12:00 pm, 14:00 - 18:00 pm BST for immediate assistance. Currently, it is Tuesday 06:15 am in Cranfield, Bedfordshire, United Kingdom.
USA: Please call +1 646 206 6071.
Office Hours:
Monday - Friday: 08:00 am - 17:00 pm EDT for immediate assistance. Currently, it is Tuesday 01:15 am in New York, USA.
OpenKM worldwide: