If the scanner is by itself, it can be attached to a computer via a USB cord and the signal through the cord will send the scanned material to the desktop. If a high resolution printer is set up to receive the scanned document from the scanner or the computer, it will print off documents and items that were scanned just the same as if it were to be copied from a copy machine. Scanners can also scan in color so that the user can receive the added benefit of having professional, high-quality image results.
Julie Boehlke is a seasoned copywriter and content creator based in the Great Lakes state. She is a member of the Society of Professional Journalists.
Boehlke has more than 10 years of professional writing experience on topics such as health and wellness, green living, gardening, genealogy, finances, relationships, world travel, golf, outdoors and interior decorating. Data capture sometimes call forms processing extracts data from a business form. Credit card applications are an easy example. When you reply, only the data on the form is captured and then placed into a database, an image of the form usually isn't kept unless there's a need to keep an image of your signature.
An invoice is another example. Once you decide what information you need to capture, you need to prepare the paper documents for scanning. As everyone knows, paper jams are no fun. Remove staples, paper clips, sticky notes or tape them down so they can be scanned too ; repair torn pages; and sort into batches not always necessary depending on amount of scanning to do and the software you have.
Don't skip this step. If a paper clip or staple gets inside your copier or scanner, you might be shut down for a while as you try to fix it or have to call in a service tech. Conversion is the software turning the analog document into digital format or ingesting a born digital document so that it can be placed into a workflow.
Once captured, the documents will go through some or all of the following steps: document imaging, forms processing, image cleanup, quality control, and recognition. Data captured from a form can be moved into the correct database. When documents are old or of poor quality, the quality of the documents can be improved with software or hardware image cleanup functionality.
Common features include:. No software or data entry is perfect. In key-from-image operations, data can be validated by a second operator or via automated processes like database lookups. Poor quality images are flagged and scanned again. Recognition software is the heart of capture. The software reads the data so that it can be indexed, for example. If you don't index your documents, you'll never find them again!
The index can be full text or key fields; though a combination of both is best. There are a number of ways to index. Now that your documents are digital, they'll be easily accessible to anyone in your organization if they have the right permissions, of course. Use them to automatically launch workflows, make customer service faster , or simply eliminate the need for filing cabinets.
The technology has two main parts: hardware that turns a page into an image, and software to extract text from the image. Document scanners come in different types.
A flatbed scanner is a shallow rectangular box with a glass top and a light source inside. You place a document on the glass and a mechanism moves the light progressively across the page while sensors capture the image. These scanners are useful for processing a relatively small number of pages at a time. An enterprise document scanner has an input bin into which you can stack hundreds of pages; it images them automatically, one at a time.
A portable scanner is a small device you can pack into a briefcase; you pull it slowly across a page and it processes the printed material with its own lighting system and sensor.
Flatbed and enterprise document scanners use charge-coupled device image sensors; these are components that move across the page, picking up variations in light intensity and converting them into electronic signals. Portable scanners employ a different device called a contact image sensor; these are more compact than CCDs and work close to the surface of the document.
A digitizer processes the sensor signal, turning it into a stream of numbers that indicate the brightness or darkness of points on the document.
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