DOCUMENT IMAGING CONVERSION

Document imaging conversion utilizes technology and services to transform documents from paper to a digital image format where they can be electronically stored in a repository for secure and quick retrieval. Document imaging conversion supports improved management, storage, archiving, preservation and delivery of business-critical information.

Document imaging conversion is commonly used to improve:

• Document process management efficiency
• Records management for regulatory compliance
• Discovery for litigation
• Document collaboration

Types of Documents

• Structured Documents: Includes data, characteristics, key figures, assignments and other attributes that are presented in table or diagram form, and can be sorted and filtered according to specified attributes. A spreadsheet is an example of a structured document.
• Unstructured Documents: Contain body text, images or films. They are generated manually and cannot be sorted or filtered. A word processing document and PowerPoint presentation are common examples of unstructured documents.

Drivers for Document Imaging Conversion

Reliance on paper documents can be costly and ineffective. Storage and retrieval of paper documents can lead to high costs associated with staff time spent trying to locate paper documents and physical office resources needed to house this documentation. There also are risks associated with unsecured paper document transfer and sharing.

Paper document storage does not fully satisfy requirements for safe, secure and traceable document handling and may not be best for meeting long-term storage requirements, as paper can degrade over time.

Document imaging conversion provides a solution for companies looking to satisfy regulatory requirements for online document access, assured document authenticity, privacy and confidentiality. Long-term secure digital archiving and migration, with backup and recovery, is a superior way to protect these information assets throughout their lifecycles.

Benefits of Document Imaging Conversion

By converting business documents to digital formats, organizations are better able to access and use that information to support current and future management decisions, satisfy client obligations, proactively prepare for legal discovery, and maintain regulatory compliance.

In general, electronic documents are easier to manage and provide more value to the business by:

• Safeguarding important business information by converting it to a secure, digital format
• Creating a centralized repository where records, transactions and other business-critical information exists for reliable, secure access, retrieval and archiving
• Improving workflow with electronic access to documents by internal and external users
• Reducing risk associated with unsecured, poorly monitored paper document distribution

Document Imaging Conversion Challenges

Documents can exist in a wide range of formats and in many different physical locations. The right expertise and technology are needed to properly plan and execute document conversion that supports an overall document management strategy for secure and reliable business operations.

Converting documents to electronic files is a complex task that is not easily performed with internal resources, for many reasons: internal staff does not have the time or expertise to dedicate to the task; technology required is not available on-site; or IT resources needed are not available.

Océ Business Solutions for Outsourced Document Imaging Conversion

Océ Business Solutions provides reliable, expert document process outsourcing services required to convert, archive and manage your scanned documents on an ongoing basis. We provide rapid response teams for major projects. Our advanced scanning technology enables a range of multifunction solutions, from scan to email to high-volume indexing, optimization and integration with document management or ECM systems.

Learn more about Océ's Advanced Imaging Services for digital conversion.