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 In most companies, important business content comes from a variety of sources operating in many locations using an assortment of technologies. Distributed document capture solutions provide a simple way to capture content where it's created, classify it easily and send it instantly in a digital format to almost any destination.
The role of the networked scanner
Adding networked scanners and pushing document capture down to the desktop can eliminate inefficiencies in existing business processes and reduce operating expenses. Desktop document capture provides a cost-effective way to manage business-critical information, whether it’s active or archived.
Applications for networked scanning include financial services, insurance, healthcare, legal and general office. For example, a NASCAR team’s engine-building employees might use a networked scanner to scan and send technical sketches to the engineering, accounting and management teams.
Sharing the data
You can use a networked scanner to file documents directly into your company’s Microsoft Windows file server. The Adobe Portable Document Format (PDF) files contain a layer of invisible but searchable text, so that no matter where a document is scanned and where it might be stored physically, the database logic of the system makes that document visible to all users.
Document capture at the desktop combined with networked scanning can provide quick access to shared information for everyone in a business, equating to collaboration throughout the organization and, more important, shortening the time for information retrieval. It can also mitigate potential business risks. With information readily available, you can make decisions based on the most recent data and comply with any records-management guidelines and regulatory requirements, such as the Sarbanes-Oxley Act and the Health Insurance Portability and Accountability Act.
Sharing the scanner
A specific genre of distributed document capture — networked scanning — offers the convenience of a walk-up device that everyone in the office can use without the need for a dedicated computer. Where networked scanners differ from distributed desktop scanners is that they connect to an existing network infrastructure. Some new devices feature intuitive and interactive one-touch operation — including image preview of scanned images prior to sharing — from a full-color touch screen as well as the capability to save files on portable USB devices.
The USB capability can offer users additional flexibility in using personal e-mail lists and files. What’s more, once a document is scanned it can be sent in a variety of file formats, including searchable PDFs, to produce high-quality scanned images.
Networked scanning combines document capture speed, quality and ease of use with the capabilities of existing networks. Small businesses with a need for quickly accessing information will find that installing or upgrading to a document management system is worth considering. In addition to providing a return-on-investment value, networked document capture can bring an increased competitive edge in providing better customer service.
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