DOCUMENT SCANNING

Scanning is the process to convert an image or an analogue signal into digital code. This is done through scanner equipment and a scanning software of images (scanner) or a transducer signals.

 

The use of electronic devices such as scanners allows originally paper and similar materials, negative and positive film, microfilm and microfiche, are converted into digital files. Thus, large volumes of documentary information may be stored in a digital environment with controlled and organized access, in a system of Electronic Document Management (EDM) or a stock photo.

 

METHODOLOGY

 

Preparation: remove staples, paper clips, tape, post-its, disassemble, restore damaged documents and separate them into lots;

Indexing: this step consisting in the entry (manual or automatic) of the unique features of the document, called indexes (or keywords), according to its contents, in order to enable the image search;

Storage: Process by which digital images, along with their indexes are stored on the server, HD's, DVD's, cloud, etc.;

Quality Control: Check size, image resolution; assembling, name and file format.

 

UTILITY

 

  • Integrated Management Information - Agility in locating information;

  • Standardization of Processes - Flow, storage and disposal of documents;

  • Sharing - Facilitating access to new audiences;

  • Access Control - Protects data from unauthorized access;

  • Preserve the original information.

 

BENEFITS 

 

  • Low cost of deployment and storage;

  • Decrease in physical space for document storage;

  • Accessibility: allow the remote access and simultaneous use;

  • Preservation and durability of the information;

  • Clear information;

  • Increased productivity, due to the quick access to information;

  • Reduce costs with copies, printouts, and document logistics;

  • Increased security of information stored.