DOCUMENT IMAGING
TECHNOLOGY
INCREASING BUSINESS
PRODUCTIVITY
&
DISASTER RECOVERY PREPAREDNESS
Lenin B. Lobaton
Medical Enovate Systems Inc
Glossary of Document Scanning Terms
Document Scanning: The process of using hardware to convert
a paper document into a digital file.
Document Imaging: The digital image created by the capture of
paper documents. These digital files are read by computers in
file formats such as .JPG, .TIFF, or .PNG. Other document
imaging processes include fax and photocopied scan-to-email
formats.
Document Conversion: The process used to convert a physical
file into a digital format or change a digital file from one
format to another. The filename extension indicates the new
file type. One example is converting a Microsoft Word file
(.DOCX) into a .PDF file.
OCR: Optical character recognition (OCR) is the software that
converts physical copies of files into digital documents that text
editing software can recognize.
Indexing: Sorting digital files according to their format or title,
allowing instant and convenient data retrieval. The process that
makes data management systems easy to navigate.
Business Process Automation: Replacing manual and automated
processes to make businesses more efficient. Many menial tasks can
be automated rather than having an employee perform repetitive
and time-consuming tasks.
Archiving: Transferring documents or images that are used
infrequently into storage as needed.
Cloud Storage: A remote server that securely
stores data via the internet instead of on-site
servers. This storage process makes it possible to
access data remotely rather than using a
computer in an office.
JPG: JPG, or JPEG, stands for Joint Photographic
Experts Group. This file type is preferred for saving
and sharing photographs online.
TIFF: The acronym TIFF stands for Tagged Image
File Format. This image format is most commonly
used in medical imaging, desktop publishing, and
sharing documents via fax and email because
there is no loss in quality.
PDF: PDF, or Portable Document Format, is a
file format developed by Adobe to replicate
an exact electronic version of its printed
counterpart. PDF files are a standardized
document format that does not rely on a
particular platform to be read, which means
no program is necessary to open and read
the file.
Benefit #1- Reduced storage space
• By converting physical documents into digital formats,
organizations can minimize the need for extensive physical
storage facilities, freeing up valuable office space and
reducing associated costs.
• Digital documents can be stored in a compact and
organized manner on servers or cloud platforms, allowing for
efficient data management without the spatial constraints
imposed by traditional paper-based systems.
• This not only enhances accessibility but also contributes to a
more sustainable and cost-effective approach to document
storage, aligning businesses with the demands of an
increasingly digital and space-conscious landscape.
Benefit #2- Easier access to documents
• By digitizing documents, businesses eliminate the
constraints of physical filing systems and empower
users to quickly retrieve, view, and share information
with just a few clicks. Whether accessing
documents remotely or within an office
environment, digital formats enhance accessibility
which helps enabling quicker decision-making
processes and fostering collaboration.
• File imaging not only accelerates workflow
efficiency but also ensures that relevant data is
readily available to improve productivity and
responsiveness in today’s fast-paced business
landscape.
Did you know that maintaining your
documents on paper costs 80% more
than keeping them on electronic
counterparts?
Benefit #3- Disaster recovery
• By working with digital documents, businesses
mitigate the risk of losing vital data due to
disasters such as fires, floods, or other
emergencies.
• Digital files, stored securely in the cloud or on
offsite servers, ensure that crucial information
remains accessible even if physical documents
are compromised. This capability not only
minimizes downtime in the aftermath of a
disaster but also streamlines the restoration of
operations.
Imaging and document scanning are two related processes, yet
they differ in their scope and objectives. In simple words, Scanning
creates a digital copy of a document, while imaging creates a
digital representation of the information in the document.
Document scanning is the process of converting a physical
document into a digital image. This image is stored in a format
such as JPEG, PDF, or TIFF. It should be used in applications when
only the primary goal is to have a digital copy of a physical
document.
Document imaging involves not only the scanning part of the
image but also automatically extracting information from the
digital format. It could be used where the extracted text will be
used in downstream processes.
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