Guide to Choosing a Document Imaging System

Just about everyone wants to go paperless these days. Filing cabinets full of documents and folders of spreadsheets are quickly becoming a thing of the past in workplaces across the country.

office work accessed on computers

Going paperless isn’t just a matter of scanning and saving documents. To facilitate the search, retrieval and access of documents across multiple departments, you’ll need a sophisticated document imaging system on your side.

A Brief Background on Document Imaging Systems

Document imaging systems are designed to make scanning, organizing and storing documents easier for organizations. The image capture capabilities make it simple to organize hundreds of documents in a computer system, rather than across multiple filing cabinets.

The Capabilities You Need

However, if you’re picturing something akin to a simple scanner, that’s not the case. A document imaging system captures all of those documents and stores them in a way that makes it easy to manage.

These systems work on individual computers, through the cloud or a shared network. Here’s just some of the things your organization will be able to do with a document imaging system:

  • Search files using keywords and phrases
  • Capture and store documents of nearly all types
  • Enable tracking of edits made to documents
  • Identify who made edits to documents and when
  • Limit access and editing capabilities for certain documents
  • Capture multi-page, high volume documents (even with your smartphone)
  • Share important documents across departments
  • Annotate documents with sticky notes, images and stamps
  • Connect related documents with links for easy access and consistency
  • Retrieve previously deleted documents
  • Revert documents back to original state
  • Create custom metadata templates for easy identification of documents

Clearly, a good document imaging system has the ability to improve your organization’s workflows and processes. But how do you find the right system to align with your business model? Let’s review some guidelines for making the best selection possible.

Guidelines to Selecting a System

To choose a system, you’ll first want to identify whether you need an imaging and software system or just one of the two. A combined unit allows you to turn paper documents into electronic files and manage them. If you’re planning to access those documents and edit them after converting them, you’ll probably benefit most from a combined system.

Next, take note of how many employees will use your system and the average number of documents to be scanned each week. Having this information handy will make it easier to identify the right storage solution.

Be sure to consider the desired security level and any other systems you’ll need to integrate with your document imaging system. You may have a CRM that you’ll need to access on a regular basis.

Finally, be prepared to ask about compliance and disaster recovery. The system you choose should meet compliance regulations. Disaster recovery backup protects your critical data in case of a fire, flood or another catastrophe.

Your Answer to Agile Document Imaging

Of course, what makes document imaging systems so important to organizations today goes beyond capture and storage capabilities. Its real benefit lies in the agile and efficient management of content.

Laserfiche, an enterprise content management (ECM) system, makes storing, retrieving and securing information an automated, productive process. Best of all, it works with your organization’s needs, providing room for customization and configuration.

This versatile system is offered in two forms: Rio and Avante. Rio is designed for enterprise organizations, facilitating the control of documents across multiple departments. Avante enhances administrative efficiency for small to medium-sized business. Both products streamline the process from capture to compliance.

For a free Laserfiche demo, reach out to us at SYGNVS today.

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