Points to ponder before you buy a document imaging management system

A document imaging management system is the one that converts all your paper documents available in your organization into the electronic form. There are certain features that you should look for in a document imaging management system before you invest in it.



Find out whether that document imaging management system can archive the existing soft copies of the documents, faxes, emails, etc. The maximum size of the image that can be archived should also be known. There might be a limit to the number of documents or images that can be stored, indexed and retrieved by the document imaging system. Some of the document imaging systems might not support certain image formats. So you should know the supported image formats. The images that are created by the system should be enhanced if needed. Capability to enhance the images should be there.

Scanning of the paper documents might have some limitations on the size and the thickness of the paper scanned. Automatic document feeder should be available so that you need not feed the papers manually. This automatic feeder should be able to scan papers of different colors and weight. Sometimes the images scanned will be very large in size. Such images should be compressed using some algorithms to make them smaller. The contrast and the speed should be optimized automatically depending on the paper documents fed to the scanner.

The OCR functionality should recognize different font types and also be able to recognize special fonts. Feature to manually correct the typos should be available. The landscape and portrait documents should be processed.

Features to import external documents such as word processing documents and spreadsheets should be available. Document versioning should be supported. Indexes of the document database should be created automatically with options to customize the same. It should also allow the documents to be moved to other locations without re-scanning. Apart from all these the most important aspect is the search feature. Support for Boolean operators in search should be available.


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