The Reality That Most Organizations Fear To Confront

Today, increasingly more documents are created and stored electronically than in yesteryear. In most developing countries where technology has been embraced though in a “wide and shallow sense” paper documents still dominate most transactions. This is the case even in situations where ICT and Electronic Records Management legislation has been passed. It s not uncommon to still find cases where emails are printed and filed!!

It is not lack of the capacity i.e Technical know-how, hardware/software resources or even the financial capacity but more has to do with the approach to the whole area of information handling. Whereas the legislation is critical in grounding decisions regarding digitization, most of the organizations lack policies to drive their activities towards this end. As such, nearly all major organizations in a number of countries, have large volume of documents that currently only exist in a paper format.

Getting chaotic records to some proper order takes determination


Document imaging or imaging, allows organizations to capture paper-based information and convert it to electronic images that are stored in a computer electronically.

There are several reasons why organizations decide to transform these paper documents and make them available electronically:

1. Accessibility
2. Ease of access
3. Enables full-text search
4. Security
5. Space savings

There are four basic components to document imaging systems:

1. Input: The input components typically consist of multiple single-sided (simplex) and/or double-sided (duplex) document scanners (or other input devices such as facsimile). The scanning stations are used to convert hard copy documents into a digital format for subsequent storage and management in the document imaging system.

2. Identification (indexing):The identification/ indexing components allow users to identify (or index) this digital information allowing them to be retrieved at a later date and all types of information required by the end-user organization to fully track all necessary metadata)

3. Storage: This part of the system consists of various components connected to the document management or workflow server and are used to store, retrieve and manage digital information.

Retrieval: This part of the system consists of the user issuing a request for information that is then processed by the server. These requests are processed and the information is retrieved from the appropriate storage media connected to the server.

Docu Imaging2

Digital Conversion


Whether you are running a small or big business in document storage
or are the one entrusted with document processing and storage or even the IT link person in your organization, there will be need to acquire skills in Document Scanning to augment your services and ensure that benefits of scanning are harnessed. Kenvision Techniks offers great trainings in these area. Time is now to link up with us to gain these skills.