document capture (in plain english) part 1
DESCRIPTION
This is Part 1 of our video series on the basics of document capture. We are providing these videos to educate viewers about the benefits of using document capture. We are also providing a free online utility for creating barcodes to be used in the document capture process. These can be created by visiting the following web page resource: http://www.ufcinc.infoTRANSCRIPT
Document Capture In plain English
Part 1
By Travis Spangler - UFC, Inc. Product Development
What is Document Capture?
• Saving paper documents in electronic form
• Ensures business processes are followed based on the type of document
• Why?
– Reduces reliance on paper (increase efficiency)
– Immediate Access to Documents
– Save Time and Money
Document Capture in 5 Easy Steps
(1) Capture
(2) Classify
(3) Index
(4) Verify
(5) Archive
Step #1 - Capture
• Documents are transferred into “digital” form
• Standard ways:
– Scanning
– Faxing
– File Uploading
(1) Capture
Step #2 - Classify
• Ensures documents are separated and ordered accurately
• Ways of page separation:
– Barcodes
– Fixed Page Count
– Blank Pages
(2) Classify
Step #3 - Indexing
• Assign values to the document that help for referencing at a later time (also known as “tagging”)
• Examples: – Invoice Number
– PO Number
– Account Number
– Vendor Name
(3) Index
Step #4 - Verify
• Ensure that the values entered in step #3 are accurate
• This is usually done when the indexes (tags) are automatically read by software
(4) Verify
Step #5 - Archive
• Places the document in a final storage system (also known as a “Document Management System”)
• This is where the documents will be accessed by others at your business
• Popular File Storage Systems: – FileNet – SharePoint – Oracle I/PM
(5) Archive
Review
(1) Capture
(2) Classify
(3) Index
(4) Verify
(5) Archive
