How Document Imaging Software Can Streamline the Digitization Process

How Document Imaging Software Can Streamline the Digitization Process

The right combination of scanning hardware and software makes it easier to digitize your data

A growing number of industries are making the jump from analog to digital. That means having the right scanners to assist with the digital transformation is more essential than ever. But intuitive, efficient hardware is only half of the equation. The other half is document imaging software.

The right software can further streamline the scanning process with intelligent document processing and data capture capabilities. Here’s how it works and what to look for when searching for the right scanner/software combination.

Want to know more about how scanner software enhances productivity and streamlines workflows? Read our guide, A Guide to Scanning Software.

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What is document imaging software and how does it increase efficiency?

Document imaging software is the technology that captures scanned images, converts them into digital files, and sends them to the appropriate location. Beyond those basics, the functions of this software vary depending on who makes it. Not all software works with all scanners, nor does it all share the same features. This is why it’s important to consider compatible software when choosing the right scanners for your workplace.

Advances in technology allow document capture software to do more than scan and digitize documents. The best scanning solutions also improve the accuracy of scanned data, enhance the scanned images, make it easier to organize scanned files, and reduce the need for IT intervention. These features work together to create a more streamlined digitization process that can save your company time without compromising image quality.

In some cases, multiple software solutions might work in tandem to improve the scanning process. For example, RICOH scanners use PaperStream IP to optimize scanned images and automatically improve their quality. Meanwhile, PaperStream Capture and PaperStream Capture Pro build on that foundation to deliver the document in the right format to the correct destination to facilitate the optimal workflow.

What are the key features of document imaging software?

You can narrow down your search for document capture software by prioritizing some critical features that help your office work smarter:

  • Automatic page separation: This reduces the need for manual input, freeing up employee time and attention.
  • Image enhancement/correction: The right software should enhance the quality of scanned images by removing background noise, smoothing out distracting textures, and rotating skewed pages. This cuts down on the need for rescans.
  • Customizable profiles: Rather than having to reconfigure the scanner to your specific preferences every time, saved profiles and templates let you pick up where you left off and speed up the scanning process.
  • Smart metadata tagging: Advanced document imaging software can use metadata and the contents of the document itself to automatically name files and folders.
  • Quality control: There is no need to rescan when you can choose the best quality image from thumbnail previews.

Did You Know?:RICOH PaperStream Capture Pro document imaging software creates cleaner images while automatically naming files and folders using metadata. Click here to learn more.

How can this software help enterprises stay organized?

For multi-location businesses undergoing digitization, CTOs need to be able to ensure every work site follows the same standards and best practices. There’s also the matter of transferring those files from various workplaces to a centralized location — easy on paper but not necessarily in practice.

That’s where remote distributed scanning solutions come in. These work alongside your document imaging software, allowing larger organizations to centralize their business operations with the power of the cloud.

Using Ricoh’s PaperStream NX Manager and EdgeXperience as examples, here’s how it can work: After the solution is implemented at all locations, your IT team can remotely configure and manage all scanners on the network. This way, you can be sure every office is using the correct settings, current software versions, and more, all from a convenient dashboard.

Next, local employees can select the correct destination for the resulting scanned files at the push of a button. Whether you’re using an on-premise server or cloud service, the data instantly moves to its intended destination.

Using a distributed scanning solution also eliminates the need to physically ship documents to headquarters. This cuts down on unnecessary costs while speeding up order and invoice processing.

Did You Know?:TMC named the RICOH fi-8170 as a Future of Work Product of the Year. TMC recognizes "companies that showcase the most innovative and disruptive products and solutions that have positively supported hybrid work experiences across the globe." Click here to learn more.

Our recommendation: RICOH fi-8170 with PaperStream software

Those in the market for a high-speed document scanner and cutting-edge document imaging software have no shortage of options. We take great pride in having spent the last 50+ years researching, designing, and developing some of the most advanced and powerful electronics in the world, including our professional grade fi and SP series of scanners.

Built to purpose for the most demanding document handling jobs, fi and SP scanners are capable of processing tens of thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

For the most demanding workflows, the fi-8170 scanner — alongside PaperStream IP and PaperStream Capture software — is your best bet. It offers speedy double-sided scanning at 70 pages per minute, and its dependable design helps ensure uninterrupted workflows. Click here to learn more or shop the rest of our production scanner line.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.

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