IMAGING
Digitization processes, involving the processing of physical documents to digital images for instant access from any computer, are implemented by DOCSOLUTIONS under a process approach, i.e. based on a logical flow of documents, controlled in stages, balancing the sub-processes, and controlling the documents and boxes with bar codes through all stages of document flow to allow for optimal production control.
DOCSOLUTIONS' state-of-the-art imaging equipment includes a wide variety of scanners, for processing massive projects while ensuring proper treatment and care of their customers' documents. Also, the most advanced technology and data extraction recognition engines via OCR and ICR are used to efficiently obtain the required indexing fields to enable accurate document retrieval.
Once the process is concluded, images can be published via the web from DOCSOLUTIONS servers through DOCACCESS, our proprietary portal specifically designed for our clients to view their images and data-bases interfacing with digitized content management repositories. Clients avoid the heavy investment associated with the required hardware, software and administration. Alternatively, clients can install the necessary infrastructure internally to allow them to store and manage their information independently using their own infrastructure.
FREQUENTLY ASKED QUESTIONS
What is imaging?
Document imaging, or digitization, is the conversion of a physical or paper document into a digital file, or electronic image, using specialized equipment called scanners. The term refers to the process of creating digital images of objects such as paper records or photographs and storing them in an electronic medium such as optical discs. Imaging is the most complete and satisfactory tool that today’s technology offers to preserve documents; and the source material can still be retained in a conventional format that can be accessed and reviewed independently of special technology or hardware, as is the case with microfilms.
How is imaging done?
The imaging process starts with the preparation of the document. Clips, staples, or folds that could impede its passage through the scanner are removed manually, carefully respecting the original order of the document. The scanner’s optical sensor then reads the pixils that make up an image and transforms them in the computer into “bits.” After scanning, the physical document is reassembled in its original form. The result of the imaging process is a digital file that can be migrated to a document management system for consultation or textual searches, expanded, printed, exported, emailed, etc.
What information can be imaged?
Documents, plans, books, photos, maps, binders, negatives, slides, medical files, dead files, personnel files, credit files, deeds, legal documents, etc.
What technologies does imaging use?
The technologies used to digitize documents include:
- Real time registry of bar codes to identify each file.
- Serial numbering and printing of documents during or after imaging.
- TurboTime™ technology, which increases the velocity of the scanning process.
- Tecnología TurboTime™, la cual permite incrementar volúmenes de producción en el proceso de escaneo.
- Multi-technology for detecting double feeds and ensuring that all material is digitized.
- Optical Character Recognition (OCR) technology transforms printing into texts that a computer will recognize, which can then be edited and textually searched. This process involves the use of OCR software on the previously imaged document. Intelligent Character Recognition (ICR) technology, in a process similar to OCR, recognizes and transforms handwriting.
Types of scanners
High-speed scanner
This range of equipment is used to digitize massive numbers of documents; its advantage is that it processes large volumes of material faster. These scanners are used mainly when a company or institution needs to digitize a huge amount of information systematically. Use of this type of scanner requires meticulous preliminary preparation of documents to remove anything that could impede their high-speed passage through the scanner.
Flat bed scanner.
This scanner is designed to digitize photographs and, if a specialized book scanner is unavailable, books. This is the best known type of scanner. The original is placed on a glass pane and held in place under a closed cover; the scanning head — an illuminated charged-coupled device, or CCD—images the original as it moves from side to side below the glass.
Book scanner
Specialized scanners are used to digitize books of historical value or from which pages cannot be removed, respecting the integrity of the original. Such scanners enhance the quality of the image by automatically correcting for the curvature of the pages.
Wide format (plan) scanner
This scanner digitizes large sheets of paper such as plans or maps that exceed the maximum paper size accepted by other types of scanners, while producing top quality images. It should be noted that this scanner uses porous rubber rollers to get traction on the paper; so some documents, such as original plans in an advanced state of deterioration, could be damaged by the rollers and are not susceptible to imaging in the wide-format scanner.
Transparency or slide scanner
This scanner is specifically designed to digitize negatives, 35mm slides and half-plate film. Its high optical resolution assures the best quality images and the source material can be preserved in its original format.
Microfilm scanner
These scanners process rolls of microfilm and microfiches. They were created to digitize collections of images previously preserved on microfilm. It migrates documents from microfilm to digital format rapidly and effectively. Skilled staff is needed to operate this expensive and delicate equipment. The quality of the digital image produced depends greatly on the state of conservation of the microfilm.
Scanners used by DOCSOLUTIONS
Of the above-mentioned types of scanners that DOCSOLUTIONS offers, our high-speed scanners alone produce over 200,000 images per day, with highly versatile, reliable results. They use specialized paper management technology with and without rollers, so that paper moves visibly and fluidly, virtually eliminating paper jams. Our equipment has exceptional image quality, independent sensors that use ultrasound to detect multiple feeds and automatic color detection, among other features.
These scanners easily accommodate documents of various sizes, weights (from rice paper, to bond, to cardboard) and types, owing to their paper feed technology. They also automatically detect bar codes and colors. This optimizes the processing of forms by eliminating irrelevant background colors of red, green or blue and capturing only the necessary information. They also can compress image files and apply OCR, ICR, OMR, IRD and digital signatures as part of the integrated digitization process.
Otras de las funciones que ofrecen son la detección automática de código de barras y color, lo que permite optimizar el procesamiento de formularios eliminando los colores de fondo rojo, verde o azul irrelevantes y capture solo la información necesaria. Además se cuenta con funcionalidades asociadas de compresión de archivos de imágenes, aplicación de OCR, ICR, OMR, IDR y firma digital como parte del proceso integral de digitalización.
In addition to these high-speed scanners, DOCSOLUTIONS uses wide format, book and flat bed scanners as complements to one another depending on the characteristics of the project to be executed, with the permanent goal of top quality in the client deliverable.
Who finds imaging useful?
Documentary digitization can be implemented in all types of businesses in the public and private sectors, financial and credit services, healthcare, foreign trade, libraries, other services, the legal sector, etc. All businesses have information that would be most conveniently accessed in an electronic format for their internal, business, decision-making or auditing processes.
Advantages of imaging
Digital imaging is the simplest, most efficient and most economical way to store, manage and consult large volumes of information. It can be stored on a company’s own computers or “hosted” in DOCSOLUTIONS’ Data Centers and accessed via the web, guaranteeing its preservation under optimal conditions. Some advantages of imaging are:
Fast, secure access to the documents
- Immediate availability of the digitized image when it is needed, saving the people who need it time and increasing their efficiency.
- Controlled access and security.
- Only one person at a time can see or use an original document, but several different individuals can consult the same document simultaneously in real time and use it to carry out transactions.
- Unlike physical documents, images cannot be damaged nor do they lose quality over time.
- An image stored in digital format can be reproduced as many times as desired, and each copy always has the same quality as the original image.
- The digital copy of an original document can be consulted without exposing the original to the irreparable deterioration of daily use or loss; the original can also be stored in a protected manner.
Cost reduction
- A photocopy costs about the same as a digital image, but a photocopy cannot be used with automatic software, and is in the hands of one person at a time. A digital image can be integrated into any automated system and accessed by multiple users.
- Digital images need fewer staff to organize and manage them than do physical documents.
- Document storage space is reduced to the area required by equipment with the storage capacity to hold all the digital information.
- Reduce the waste of paper when its contents become obsolete with the passage of the years.
Is imaging subject to legislation in Mexico?
DOCSOLUTIONS is the first Mexican provider of imaging services to be authorized by the tax authorities (SAT) to digitize documents having to do with foreign trade. Based on articles 162, section VII and article 169 of the last paragraph of the Customs Law, the authorization permits microfilming or magnetic recording and storage of import/export permit requests and related documents in the files of customs agents and representatives, in accordance with the provisions of General Rule 2.13.21 for Foreign Trade.
Is my information secure if I digitize my documents?
In DOCSOLUTIONS, we work under the strictest international standards dealing with information security. We are certified in the system ISO 9001:2008 in Quality and ISO 27001:2005 in Information Security.
Digitized information is managed using controlled access, and can be encrypted or protected, and digital seals and signatures can even be added.
Document imaging also provides greater assurance that information can be recovered after disasters, thus reinforcing our clients’ Disaster Recovery Plans (DRP) and Business Continuity Plans (BCP).
