When the documents are captured, they must be indexed on the system. Indexing involves entering data onto an index page within the database with references unique to the specific documents, i.e. an insurance policy holder's name, their postcode, the policy number, the policy type and the issued date. Future retrievals could then be via any or a combination of these fields. The types of searches that may be performed include search by form and full-text retrieval. The latter allows every word associated to the document (without quantity or length restrictions) to be used as a search key.

The advent of the World Wide Web has had most imaging applications bringing out web-based tools. Through their continual adoption of new technologies, Xerox has embraced the Internet as a widely available and highly suitable distribution medium to give companies fast access to digitized paper records. Scanned documents are held in our secure digital repository, giving the security of off-site storage. All the communications are carried out using the same secure server technology that many banks use for on-line transactions, ensuring that all confidential information is transmitted in an encrypted form. Each document type can be protected with further levels of passwords.

Can you manage physical storage of digital files, electronic back ups of my digital files and conversion of my paper files to a digital system? We custom-tailor a package for each client and their specific document management needs to fit their industry compliance needs and personal standards for business. Custom tailoring is not a phrase we take lightly. We work directly with imaging issues on a daily basis and have developed the experience and the tools necessary to quickly develop custom solutions. Our account reps, training specialistss and software developers work continually to stay abreast of current technologies. We have forged partnerships with industry leading suppliers such as Microsoft, LEAD, Canon, Pegasus, and Kofax, so we are able to deliver the right products for the job.

A document can be from one to several thousand pages, and can include images and/or text, plus annotations, and one template (index card).

KODIAK specializes in the custom tailoring of document management solutions with your existing systems and procedures. We transform paper documents into electronic images and then integrate them with existing computer databases, company networks, and the internet. We offer out-source scanning and indexing services, as well as the sale of complete in-house document management systems, software and training.

An imaging system should not provide any facility for editing or altering images. This is important as many users consider that images should be sacrosanct and that any changes would undermine the integrity of the system. In addition, the system should provide an audit trail function to keep track of which users have accessed which documents at what times.

Most imaging systems have client applications that can run as Windows applications on Windows 95, 98, and Windows NT. Internet/intranet systems may be able to run on additional platforms, such as MacIntosh and Unix, among others.

Most systems work with any Windows-compatible video card and VGA (or better) monitor, and recommend that you use at least a 15" monitor with at least 800 x 600 dpi in resolution.

Several manufacturers make scanners specifically designed for checks that read the magnetically encoded MICR numbers at the bottom of the check. If you do not have one of these scanners, most checks can be scanned with regular document imaging scanners and OCR'ed as usual, though the MICR numbers will not be read.

Several manufacturers, including Contex, Vidar, Oc ? and Calcomp make scanners specifically designed for large format documents up to E-size (34" x 44") and A-0 size (33" x 46.8"). If you do not have one of these, the document can be reduced in size using a photocopier and then scanned with a normal scanner, or sent to a service bureau that has large format scanners.

The most common form of input to a document imaging system is scanned paper. This can be done in several ways. The document may be a single page or multi pages. Scanning is a process of converting a paper document into a series of ones and zeros that faithfully represent the original document. Automatic document feeders built into the scanner move pages in sequence to the scanner anywhere from 12 pages per minute to 100's of pages per minute. Scanners are rated by speed (pages per minute), resolution (lines per inch, e.g., 200, 300,400), format (color, grayscale, black/white), and page layout (double sided, single sided, standard, legal). The pages are converted by light from the pages falling on a sensor area that converts the image to electronic "ones" and "zeros". Several processes can then be added to scanners or their interfaces to enhance the scanned image. These process enhancements can include color dropout lamps, deskew, despeckle, continuous contrast adjustments, thresholds and bar code recognition. As each page is brought into the document management system it is indexed so it can be found again. It's like having a telephone book to link with your home address. We can identify your house with your name, street, etc. Alternatively, we can inventory the contents of your whole house and list the contents in a search table with key word values. The third method of indexing involves using a folder to group similar objects. In this way, all white houses are located in the same folder.

Yes. The scanners can often easily handle colored text and drawings.  Red writing on red card is also no problem at all. As long as there is a clear definition between the foreground and background, scanning will be successful. File sizes will be much larger than black and white, which will affect storage cost and transmission times. Compression technology can be employed to reduce file sizes.

You are not authorised to view this resource.
You need to login.