Whether you are using document scanning for a legal matter or to digitize your office, understanding how the document scanning Washington process works can help you make the best decisions, by knowing the basics, you can get started on your own and keep your information safe.
Document assessment and preparation
Getting your documents scanned into a digital format involves preparation. This may involve purging, organizing, and re-filing. This is the best way to ensure accuracy in your document conversion process.
For example, if you have a lot of spiral-bound reports, make sure to remove the binding. If you are copying files to a PC, add password protection.
A document management system can be used to organize digital files. It can be an excellent way to keep patient records, insurance records, physician guidelines, and operating procedures organized and searchable. Using a system like this also reduces the cost of paper.
The best way to do this is to have a systematic naming convention for your documents. This can include a classification system or thematic categories. A sound naming system will help you find the document you need in the future.
It would help if you also had a naming convention for the document. This should be done at the time of scanning. It is also a good idea to set up a digital audit trail to track who accesses which files.
Forms processing application
eForms is a forms processing application that can automate the data entry process. eForms allows forms to be scanned and processed in the document management system or posted online. This eliminates the time lag associated with paper forms. The data entered into eForms is then validated and sent directly to the line of business application. This reduces the time and labor costs involved in manual data entry.
The application uses OCR technology to extract text from forms. This makes the document searchable and allows it to be edited. The text can also be printed out. OCR software can also be used to scan handwritten text.
The application also allows users to publish forms as fillable PDFs or Web pages. The data can then be published or shared with other systems. This allows users to track information and check the status of form requests. It also provides data validation rules, making creating and distributing forms easier.
Optical character recognition, or OCR, converts written text into a digital format. Using OCR, you can turn paper-based documents into searchable, editable text files, allowing you to search for specific documents and retrieve information quickly. OCR is beneficial for industries such as banking, healthcare, and legal. Using OCR reduces the time and cost of manually entering data and allows for more secure transaction processing.
A basic OCR workflow consists of a series of steps. The first step is to reduce the scanned image to black and white. This removes artifacts that can interfere with the OCR process. The second stage is to analyze the image to extract information. This involves segmenting the image into zones, separating text from the background, and connecting broken characters.
The best OCR programs can convert data in less than a minute. This is because they are designed to handle high volumes of documents and provide top-notch accuracy. Some OCR programs feature pre-trained models. These models are designed to analyze pixel patterns and recognize individual characters.
Securing your Data
Having a document scanning solution can help organizations improve their workflow and ensure the security of sensitive information. By converting paper documents into digital files, organizations can gain improved access to their information while making it easier to keep up with legal requirements.
Digital documents are more secure than paper documents, making protecting information from physical threats easier. Digital images can be backed up and stored on a local server or in the cloud. By storing information in the cloud, organizations can avoid physical threats and have greater access to information when needed.
When storing information on a server, organizations should keep data encryption keys far away from computers. This helps prevent unauthorized individuals from gaining access to the information.
Document scanning solutions can also help organizations protect sensitive information from hackers. Security professionals are increasing their deployment of solutions without attached PCs. This is because attached PCs are vulnerable to malware and API breaches.