Document Management Systems vs. Document Imaging

document imagingWhen deciding to switch over to a paperless office the terminology describing the process alone can be quite confusing. There several different words that can be used interchangeably with no clear definitions for what they actually mean.

Here, we break down two of the most confused terms when it comes to digitizing documents: Document Management Systems vs. Document Imaging.

Document Management System

A Document Management System is a system in which documents are scanned via document scanners, indexed based on a unique value or set of values, and input into a database to be made available across a network for access by a group of users.

Digitizing your documents allows you to index your files, making it easier to retrieve and maintain digital documents because every document is indexed and searchable.

Technically, digitizing your documents is taking a hard-copy document and converting it to text file that can be accessed on your computer.  Most of the time, you use a program or a service that provides Optical Character Recognition, which allows you to manipulate and change certain parts the document.

If you’re looking to digitize your documents, it might be better to utilize a company that specializes in scanning documents to an DMS to avoid the headaches of setting up and managing the indexing and organization of your files.

“How you gather, manage and use information will determine whether you win or lose,” Bill Gates

Document Imaging

document imagingDocument imaging means you are taking a paper version of something and converting it to an image file.

The main difference between document imaging and document scanning is that the conversion of the document is literally an image- something that can be accessed digitally, but not necessarily manipulated easily.

Document imaging is handy if you need something quickly. However, it may be less useful in the long-run because it is harder to index or find specific documents without a specific file naming system.

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