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Suggest You - Electronic Document Management - The Basics - Part 2
A construction cost estimator knows that there are a lot of expenses that need to be tracked when estimating a job. Many people who have been in the industry for a long time have always relied on pen, paper and a calculator to estimate a job. They feel that their experience in estimating out weighs the convenience of the new software programs. However, what they do not realize is that using this software can save them a lot of time and headaches.Projecting Construction Costs Is The First Step To A Successful ProjectThere are a lot of costs that have to be considered
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final doc
In order to be successful at business ownership you need to know a few important factors. There are those who focus way to much on the financial aspect and neglect many other important keys. Business ownership is never an easy road, luckily there are many people who are more than willing to help you out along the way.One of the most important keys to business success is the understanding that time is money. When you are in the business world, your common objective is to being in profits and make money. What you need to figure out is how to convert time into money. You need
If you've never used a document management system, then it is entirely possible that you aren't aware of how valuable these products can be. Companies and individuals who manage a diverse array of documents have found that document management systems serve to simplify their lives and make both storing documents and later obtaining those documents much easier.
Many companies are forced to go the way of electronic documents because of The Sarbanes Oxley Act of 2002, industry compliance (HIPPA), or because it is required by their customers or vendors. The simplest form of electronic document management is storing files in an organized directory and categorizing files by the folder in which they are located. If your company manages more than a few documents, this method can quickly become very inflexible. Incorrect filing can cause a document to disappear into a virtual black hole, never to be seen again.
The entire process of document management can be broken down into four categories: file capture, file processing, file management and file storage. A company may require one, two or all four of these processes. File capture was covered in part one of this article.
File Processing
File processing can help make files more manageable. Examples of processing tasks include: separating and merging, OCR; zonal OCR; forms recognition; conversion; routing; and database (DMS) population. Some of the processing tasks can be completed with scanning software and/or your DMS. Files can be processed years after they are scanned or during the scanning process.
OCR (optical character recognition) allows scanned documents to undergo content text searching once the document is added into your system. Word, Excel, and other digital files do not have to undergo the OCR process to be content-searchable. Indexing the documents makes the content search very fast, even if you are searching through thousands of files.
Recent improvements in OCR make the process very accurate (up to 99%), however the accuracy of the OCR is dependant on the quality of the document and to some extent the hardware used to scan the documents. Most companies are happy to enjoy the benefits of OCR and content text search even with its imperfections.
Zonal OCR (OCR of a specific zone on a page) Scanned documents can also be processed to find certain information on the document and input it into fields in your document management system. For example, an invoice number may be required to organize and store the document so that the invoice number location is predetermined in a template and then that number is read and input into the document management system. This process is called "forms recognition," and may include many fields of information from a single document. Depending on the type of documents and the quantity of fields to be populated, this process and be both complex and expensive, so it is important to weigh the cost with the benefits.
File Management
There are many different types of applications available on the market with which to manage files. Choosing the one that is right for you can be complicated, and sometimes requires a consultant. Companies that choose to create their own systems are recreating the wheel and will be forced to replace that system at some point in the future. Some critical issues to consider when choosing the system that is right for you are:
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final docu
Running around to several different stores to get supplies for your business is not just a waste of time; it's a waste of money. A business owner needs a place where he or she can get all the supplies they need; supplies to help further what the business is trying to accomplish.Years ago, a business owner would go to countless stores to get the things they need to run their business efficiently. Back then a person would spend a whole day doing that by driving around aimlessly looking for a place that has exact things. One place would sell printers, but they wouldn't sell
The entire process of document management can be broken down into four categories: file capture, file processing, file management and file storage. A company may require one, two or all four of these processes. File capture was covered in part one of this article.
File Processing
File processing can help make files more manageable. Examples of processing tasks include: separating and merging, OCR; zonal OCR; forms recognition; conversion; routing; and database (DMS) population. Some of the processing tasks can be completed with scanning software and/or your DMS. Files can be processed years after they are scanned or during the scanning process.
OCR (optical character recognition) allows scanned documents to undergo content text searching once the document is added into your system. Word, Excel, and other digital files do not have to undergo the OCR process to be content-searchable. Indexing the documents makes the content search very fast, even if you are searching through thousands of files.
Recent improvements in OCR make the process very accurate (up to 99%), however the accuracy of the OCR is dependant on the quality of the document and to some extent the hardware used to scan the documents. Most companies are happy to enjoy the benefits of OCR and content text search even with its imperfections.
Zonal OCR (OCR of a specific zone on a page) Scanned documents can also be processed to find certain information on the document and input it into fields in your document management system. For example, an invoice number may be required to organize and store the document so that the invoice number location is predetermined in a template and then that number is read and input into the document management system. This process is called "forms recognition," and may include many fields of information from a single document. Depending on the type of documents and the quantity of fields to be populated, this process and be both complex and expensive, so it is important to weigh the cost with the benefits.
File Management
There are many different types of applications available on the market with which to manage files. Choosing the one that is right for you can be complicated, and sometimes requires a consultant. Companies that choose to create their own systems are recreating the wheel and will be forced to replace that system at some point in the future. Some critical issues to consider when choosing the system that is right for you are:
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final doc
One of the biggest challenges for Canadian company owners is obtaining business financing. As a first instinct, owners usually try to go to the bank hoping for a business loan or line of credit. They soon find that qualifying for bank financing is hard, as the bank will demand collateral and three years worth of financial statements. Although large companies can qualify for bank funding, most small and midsized companies can’t. However, small companies are not out of options. There are two alternatives.If the business sells goods or services to other businesses and your mai
OCR (optical character recognition) allows scanned documents to undergo content text searching once the document is added into your system. Word, Excel, and other digital files do not have to undergo the OCR process to be content-searchable. Indexing the documents makes the content search very fast, even if you are searching through thousands of files.
Recent improvements in OCR make the process very accurate (up to 99%), however the accuracy of the OCR is dependant on the quality of the document and to some extent the hardware used to scan the documents. Most companies are happy to enjoy the benefits of OCR and content text search even with its imperfections.
Zonal OCR (OCR of a specific zone on a page) Scanned documents can also be processed to find certain information on the document and input it into fields in your document management system. For example, an invoice number may be required to organize and store the document so that the invoice number location is predetermined in a template and then that number is read and input into the document management system. This process is called "forms recognition," and may include many fields of information from a single document. Depending on the type of documents and the quantity of fields to be populated, this process and be both complex and expensive, so it is important to weigh the cost with the benefits.
File Management
There are many different types of applications available on the market with which to manage files. Choosing the one that is right for you can be complicated, and sometimes requires a consultant. Companies that choose to create their own systems are recreating the wheel and will be forced to replace that system at some point in the future. Some critical issues to consider when choosing the system that is right for you are:
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final doc
To begin, we call upon the clarity of our niche target market, and make sure we've got the decks cleared of any doubt or fear that might be trying to sneak in. Then we set up a system for what we offer, how we speak about what we offer and how we create relationships with those that want to work with us (aka, gain the commitment).This system is of UTMOST importance. You would be surprised how many people ‘wing it.' Now, with that being said, it's also important this system is natural to you-that's why YOU need to develop it. :)Let's go over the steps that you want to
File Management
There are many different types of applications available on the market with which to manage files. Choosing the one that is right for you can be complicated, and sometimes requires a consultant. Companies that choose to create their own systems are recreating the wheel and will be forced to replace that system at some point in the future. Some critical issues to consider when choosing the system that is right for you are:
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final doc
Imagine that for the past year you have been negotiating a huge deal with an overseas firm. On the day the deal will be finalized, your company’s big brass troops to the conference room. You are tickled pink that the deal will be completed using the teleconferencing service provider you just chose for the company. What's more, you saved a few bucks by picking a brand new start-up company!With everything and everyone posed to close the deal, what could possibly go wrong? The answer is everything! The teleconferencing monitor at the front of the room short circuits. It is eng
1. Types of documents you are managing (working vs. final)
2. Internal and External Requirements
3. Browser or Desktop Interface
4. Cost of Ownership
Final vs. Working Documents
A final document, such as a contract or an invoice, may not need to be edited at a later date. It is saved for reference and/or retrieval purposes, and will not necessarily be needed again. These are called "final documents". Managing final documents is much cheaper and easier than storing documents that require editing capabilities. If you simply want to scan final documents and store them for later retrieval, you may only require a simple and inexpensive DMS.
A working document, on the other hand, will need to be revised on one or more occasions. These types of files might include manuals, sales literature, or CAD files. The author or other colleagues may need to edit them, or they may need distribution for specific purposes. A more advanced and versatile document management system will be needed so that the user can track changes, implement markups and revise text.
File Storage
File storage is covered in a proceeding article titled: EDMS – File Storage Options
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