The process of scanning and archiving of documents is referred by multiple terms used to define the actual process.
Document Scanning/Document Digitization/Document Imaging/Document Conversion/Image Capture
Document scanning and document conversion are recognizable processes – Converting a document by physically scanning it into a digital version.
Scanning processes are performed to convert physical documents into digital format, but there is difference between “Document Imaging” and “Document Digitization”. Our staff and technology has extensive experience providing on and off site document conversion. From on demand scenarios of several thousand documents to complete back-file conversion of millions of document we have the ability to handle ay any scale.
The document imaging process is the scanning of physical documents, and creating a digital copy of them. A digital document is an image that can be accessed digitally, but the information cannot be manipulated easily.
This type of document scanning is quick and economical as long as the documents are organized and indexed according to a pre-determined specific file naming system.
Document Digitization is the process of scanning a physical document and converting it to text file using a program/service that provides Optical Character Recognition capabilities, which allows you to manipulate certain parts (or all of) the document. Document lookup capability is enhanced as the documents are converted into text documents.
Document Digitization allows Document Management System (DMS) to index files, making it easier to retrieve and maintain because all text is indexed and searchable.
Documents can be scanned in various formats based on clients’ needs, such as
- Still Image File – PDF, TIFF, JPEG (Digital conversion of documents to a soft file)
- Optical Character Recognition – OCR
- Barcode scanning
Still Image File
Text and photographic documents are converted into digital object/file by scanning the document. There are multiple types of file types but the most common Still Image File types are JPEG, TIFF and PDF.
- JPEG and TIFF file formats are commonly used for converting photographic documents
- PDF file format is used for all types of documents.
Optical Character Recognition – OCR
Optical character recognition, or OCR, is a method of converting a scanned image into text and is a very powerful tool in document digitization.
There are two parts to OCR
- Converting documents into TIFF files
- Data extraction via scanning
Converting documents into TIFF files
Scanned documents are stored as a bit-mapped file in TIFF format. When the image is scanned it is converted into a series of black and white dots. Even though the computer does not recognize any “words” on the image, we are able to read the scanned image displayed on the screen.
OCR is a very powerful tool in document digitization. Documents scanned with “OCR” capabilities enable us to conduct a search within the document(s).
Data extraction via scanning
This is applied to documents which has a standard format (Forms, Invoices, etc.) where the data that is to be extracted is in the same place on the document. Once the documents are scanned, the system allows us to verify the data extracted and also has the ability to classify the data as required. Upon successful completion, a report file is compiled from the extracted data.
Majority of the financial firm documents (Statements, Confirms, Letters, etc.) mailed have a barcode imprinted on it. Scanning of barcodes is widely used to capture data from the undelivered mail (Return Mail) to compile reports to update database. There are two types of barcodes
Unencrypted Barcode Scanning
These types of barcodes are unsecured as the actual data in embedded in the barcode, which can be scanned by any QR code reader available on majority of the smartphones and tablets. Once the barcode(s) are scanned, a report file is compiled from the extracted data.
Encrypted Barcode Scanning
These types of barcodes can be scanned and have the data read by any QR code reader available on a majority of the smartphones and tablets. These barcodes are considered secured as the data embedded in the barcode is not the actual data. Once the barcode(s) are scanned, a report file is compiled from the extracted data and the file is matched against the master file to retrieve the actual data.
Cambridge Corporate Services has been a leading provider of document conversion and archiving serving New York City and the Northeast for decades. We have helped our clients create day forward conversion process and handle the complete back-file conversion of stored records. Our expertise and technology has been used through industries such as medical/healthcare record conversion, legal compliance, financial services and standard document conversion.
Please contact Cambridge Corporate Services at 212-425-7799 to speak about your document conversion needs.