An organization that handles their documents manually may often have spend too much time in their document capture process. A document comes in through the mail. It is then received by the appropriate person, who typically will then file the document in the correct place. What if you could manage all of your documents digitally?
Scanning documents into the document management system will capture them as digital images that can be viewed from an online portal. The files can then be viewed as PDF documents, or many other formats are available as well. Different formats work best depending on the type and size of the document. TIF format is better with documents with larger volumes, such as large contracts. However, if the contract was created in MS-Word, and the PDF was created directly from Word, the image would be better quality than a scanned document.
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You also must remember that not all of your documents will be black and white. For example, you may scan images into the system, which can be saved as many different formats such as JPEG or TIF documents. Each format will have its benefits so you just have to try various document types to see which is best quality with the specific document.
Document capture includes the process of scanning paper documents and taking into account electronic documents as well. We discussed creating a PDF from an MS-Word document, but you may also want to save the original document you created in Word. A document management system allows you to import electronic documents as well.
Recall that a document management system has the ability to tie all of your documents together. Your organization may have rooms filled with stuffed file cabinets of stored paper documents. Your organization may also have staff that saves all electronic documents on their laptops. With document management, you can tie all of these documents together in one location.
What if you don’t want to import all of your electronic records into the document management system but want to keep them in your, say, accounting system? You can still accommodate these records with document management.
One method is to link the accounting system to pull in the data from these records. An easier and more commonly used way is to link the accounting system (or whichever system it may be) to the document management system, which will display the needed information. The AP team can still do their work in the accounting system, yet request supporting documents from the document management system.
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