essentially, this is how we do it!
Essential Data Services is able to provide small and medium sized businesses with such a robust and flexible document management solution by utilizing various industry-leading technologies and linking them together to form a cohesive, easy-to-use, affordable package.
Our solution consists of the following steps:
- scanning documents using a high-speed industrial scanner
- using OCR/barcode reader software to capture specified fields and index the documents on these fields
- uploading and storing indexed documents on our servers
- using a content management database application to retrieve and manage the documents
Our dedicated technical team will assess the needs of an organization, discussing the volume and types of documents to be digitized. The OCR software, InputAccel from Captiva, and IBMs Content Manager Client application are installed on the clients computer and the client must decide on a scanner to purchase. There are several high-speed, industrial scanners available in the market; it depends on the daily volume of scanning to be done. We recommend the Kodak i30/i40 for a daily volume of up to about 400 pages, and the Kodak i150/i160 for more than that.
Some managers might prefer to start slowly by indexing just one type of document, order forms or invoices for example; however, the benefits will quickly become apparent. It makes sense to scan all paper documents no more messing about with paper! The scanning is done on-site by the customer so that complete control of the documents remains with the client at all times. Depending on the scanner chosen, anywhere from 20 to 60 pages are automatically scanned per minute. For each type of document to be scanned, the client must decide which piece(s) of information they would like to use to search for a document. For example, one might find it convenient to be able to search on the invoice number and date. The fastest and easiest choice is a bar code, if it exists. As documents are scanned in, the OCR software automatically changes the specified fields to a computer-readable and indexable format, and the documents are indexed. In the case of indexing on bar code, there is no conversion necessary , the bar code number is read in automatically, saving even the small conversion and validation time. The OCR software automatically sends the indexed, scanned images to our servers which are co-located in the ultra-secure Telus data centre.
The OCR software is modular and only the modules needed for a certain scan will be invoked. Common modules used include (but are not limited to)
- Scan 250+ scanners are supported
- Rescan rejected documents can be rescanned without disrupting the batch
- Image enhancement filters clean up images, speeding up OCR
- OCR Indexing rubber band fields of a document to be indexed
Content management software captures, stores, manages, integrates and delivers all forms of digital content across an entire company, and even extending to customers, suppliers and partners. Our content management system provides a unified approach for managing multiple content types. The content management application is accessed by password so that only authorized individuals have access to your documents.
You can capture and store all forms of structured and unstructured content including paper documents, reports, photographs, faxes, spread sheets, email and instant messages while enabling streamlined web content management functionality. Our content management solution is designed to help you transform your business processes by integrating, analyzing and efficiently managing all of your documents throughout their lifecycle. We enable you to improve productivity while helping you to increase your total return-on-investment across your organization. This content management approach helps leverage your information assets while lowering costs by allowing you to integrate content from multiple, disparate sources as if it were stored in one unified system. Our solution allows you to distribute all types of content across your entire company - to customers, employees, partners and suppliers whenever you need to, wherever you are, on demand. Documents are available the instant they are uploaded to the
servers, keeping our customers just that little bit ahead of their competition!
