Definition of Document Imaging
Document imaging is a process for converting paper documents to digital files for archiving, transmission and document printing and production. Document imaging begins with scanning the original paper document, allowing the document to be used with digital applications. An example of this is scanning a photograph, saving the image file on the computer and then editing the image file with software applications.
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Scanning
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The document imaging process begins with scanning. In a home system this could involve scanning a copy of your tax records for digital backup. In commercial companies high-speed document scanners with automatic document feeding systems are used. Scanning images, text and vector (line) art will require different settings on the scanner. During scanning, you can also use OCR (Ocular Character Recognition) software, which reads the text on a document and converts it to editable computer text.
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File Formats
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Scanned documents are saved on the computer in a variety of formats. TIFF is an uncompressed document format that saves images without loss and are called "lossless." Compressed formats like JPEG loose pixels whenever they are closed or recompressed and are called "lossy." TIFF thus allows files to be opened and reopened without image loss. Documents saved in JPG or PNG formats will lose quality each time they are opened. OCR formats may be saved as TEXT or Microsoft Word files.
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Rules
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Scanner software usually allows for the use of rules. This makes it possible to specify how an image file is handled during and after scanning. One rule could specify the use of a color profile if the scanned document is a color image. Another rule could specify where the images should be stored on the computer or where the files should be sent after scanning.
Storage and Sharing
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During the setup of the scanner, the user needs to specify a location for file storage. This could be on the host computer or on another networked device. Sharing permissions also must be set up. The files can be locked and protected with a password or even shared with a website without any restrictions. This is dependent on the document content. For example, medical files may require a password so as to limit viewing to authorized individuals only.
Retrieval
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The document imaging process needs to be set up for easy retrieval of the files. If files are saved in the TIFF format then it is important that you have software that can read this format and convert the files to other formats if required. Many users save the file in an uncompressed format and then convert the file to easier to read formats as needed, keeping the uncompressed document as the archive. This is a good method, which assures the integrity of your document archive.
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References
- Photo Credit documents image by AGITA LEIMANE from Fotolia.com
