The process of digitising your paper trail can produce efficiency savings as well be good for the environment. Information is easier to find and retrieve and workflows developed for traceability and assign tasks and schedules to staff. Below are a series of common questions.
How many scans can you do in a day?
Depending on the type of scanner between 4000 and 7000 in one day at around 50 pages per minute.
What about scanning handwritten notes?
On the more advanced software they can make out certain words but it is prown to misreading depending on legibility.
What about different sizes of paper such as business cards?
As long as it is no bigger than A4 (some scanners go up to A3) and within reasonable thickness of most office stationery then it can be fed through the document feeder.
Can documents be scanned that are double sided or in colour?
The larger, more advanced scanners have two image captures on either side of the feed tray, so they capture both sides at once. Colour is also captured but may vary when reprinted depending on the accuracy of your printer.
Do I need specific software to store the document?
If storing files within separate folders on a network, and that’s all that is required, then no. As soon as you wish to save files against contacts cards and search for “subject header” or “body text” then you will need specific software to provide that functionality.
What about sensitive or confidential information?
These can be marked as “private” so only the user can open the file.
How does email sync work?
Once an email is received into the inbox, its contents and attachments are mirrored in the document management system to the corresponding email address of the contact person. It works much like a rule in outlook when emails with specific terms are placed in folders, except that the email is in the context of all the other correspondence that deals with that particular client (MAMUT Enterprise Software)
What happens after all of the historic material is brought across?
We can arrange for follow up visits at regular intervals if required. For any outward going correspondence once created within the document management system it will auto file under the contact. For incoming we can resell the software to assist with ongoing digital filing.
What is OCR?
OCR stands for “Optical Character Recognition”. This basically means a scanner will recognise an image from typed paper and translate the word back to a basic ASCII computer language that then be manipulated by software. The material can be edited, auto-corrected, stored or reformatted, for example back into speech.
How accurate is OCR at the point of capture?
Depending on the software used, for most typed material it will read with 99% accuracy. If the paper is crinkled, faded or illegible then it will attempt an approximation or draw a blank. Some handwriting can recognised.