As with any technology project today, you have a variety of choices before you as you roll out a document management system. Each choice allows you to address exact problems with exact solutions. You can design a document management system that can handle current needs while keeping the door open to integrate advanced tools as your needs change and grow. Again, it's important to identify your software needs first, and then choose the product that best fulfills those requirements.
Software
Software applications & implementations come in many forms from simple to complex and are applied in a variety of ways, dependent on your system/workflows.
The basic software components of a document management system are capture and manage software. Your solution may also include storage, delivery and archival components. All of the functions of the software solution are scaleable from small to large.
Document capture applications feature a fairly standard workflow. Here is a quick look at each stage:
Stage
Technologies
Results
Scanning and document capture.
Scanners and multifunction products (MFPs).
Inbound paper documents are converted into electronic images.
Image cleanup.
Capture software for de-skewing, de-speckling and other image quality issues.
Quality of image is ensured.
Recognition & indexing.
Capture software supporting automated recognition & indexing techniques such as barcode recognition & optical character recognition (OCR).
The image and the information it contains are associated with data or metadata. Depending on the capture software utilized, image may at this point be routed to another workstation for final review.
Export (to document or content management system or other repository).
Two options:
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Digital sending technology: use to send to multiple locations (file systems, content repositories, e-mail addresses, etc.)
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Capture software with "release": module used to migrate information directly into a content management system
Images and index data are imported for use in downstream business processes.
The features of a document management application typically involve the creation, revision, approval and consumption of electronic documents. You'll note that there are overlaps between document capture and document management applications - how the system is configured is dependent on your unique environment.
In addition to application software, your scanning device typically includes software drivers (ISIS and/or TWAIN) which enable integration of the device into a simple or sophisticated document management solution.
Because of the potential complexities involved in a larger more sophisticated document management system, you may be better off working with a trusted partner. For less complex document management solutions, a scanner and simple document management application such as PaperPort are straightforward and easy to install.
Tip: HP offers a line of advanced document management and routing applications, including HP Autostore and DSS 4.0, that support sending directly to databases, applications, and other systems. For more information on these applications and how they fit with digital senders, follow the Digital Sending How-To Guide link at right.
Choosing your capture device
Once you understand what your needs are for storing and managing documents and you've identified the best software for your needs, it's time to begin the search for the right hardware. Understanding your requirements for converting paper documents to electronic documents is the key to choosing the right combination of products.
Scanners are classified as low-, mid- and high-volume, based on the speed of the device and the volume of pages it's designed to handle. The ability to reliably handle higher volumes at higher speeds increases with the cost of the device. Today, features have less of an impact on cost, with lower volume devices now boasting much of the same functionality as higher volume models.
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Low-volume (or workgroup) scanners: typically characterized by speeds of 10 to 25 pages or 20 to 50 images per minute (ppm/ipm). They can reliably handle 500 to 1,000 pages per day (ppd) and cost between $500 and $2,000. Workgroup scanners are often used in distributed scanning environments with a variety of capture workflows. These devices are suitable for small businesses as well as larger environments where multiple installations can often replace higher volume scanners and increase efficiencies by moving the capture closer to the work.
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Mid-volume (or department) scanners: the hybrids of scanning technology, equally at home in either workgroup- or production-class settings. Characterized by speeds of 26–50 ppm /52–100 ipm, department scanners handle loads of 3000-5000 pages per day (ppd) and are typically priced between $2,000 and $5,000.
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High-volume (or production) scanners: designed for the rigors of centralized scanning environments. At speeds of 50-ppm /100-ipm, loads of 5000 plus pages per day (ppd) and at costs of $5000, and up, these devices are integrated into large, sophisticated document management systems and are generally operated by dedicated scan technicians.
Note: Remember that a document management system is a combination of tools, which means you can scale different elements of your system to meet changing company needs.
You may create a system that uses a combination of light and medium digitizing products, and then add products that can digitize more documents at higher speeds later on.
In addition to volume classes, scanners are categorized by scanner type: multifunction (MFP) or stand-alone. MFPs allow users to scan from either an automatic document feeder (ADF) or the scanner bed and include copy, fax and print functions. Customizable front panels provide a flexible platform, making it easy for multiple users to scan, index, categorize and send documents directly from the device. Easy integration with popular processing applications and document management platforms make these devices highly adaptable to existing environments and processes.
Distributed vs. Centralized scanning
Another factor to consider, especially for larger businesses, is how you will set up the infrastructure for your documentation management. If you have multiple offices, for example, will documents be digitized in the offices that they arrive into, or will documents be gathering in a main location for digitizing?
HP Scanner solutions
HP offers a complete line of stand-alone scanners designed to meet the needs of varied businesses. HP's Scanner buying guide will help you choose which scanner best suits you and your business needs.
Manage & share your documents
The choices you make about how to distribute and share electronic documents depend on the size and scope of your company and your document management project. Some companies justify their document management projects on the security they get by moving documents to network storage for security and backup, and the savings they get by storing the paper documents in low-cost storage facilities. Other companies choose to make every scanned document available to every authorized employee at any time via networks of servers and storage hardware controlled by enterprise-level software.
HP offers a variety of products that help you distribute and access files at the end of the document management process. Once you have the core of your documentation management system in place, you can get the most out of it with the following tools:
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HP Printer products allow you to quickly assemble hardcopies of your electronic documentation.
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HP Desktops and workstations help you build an office environment as robust as you need, so you can continue streamlining overall operations.
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HP Servers & storage give you security and piece of mind, providing a range of solutions to help you store and backup your files.
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HP PDAs, notebooks and Tablet PCs give you alternative tools to access files and documentation, to suit the unique needs of your business.
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