By utilizing various industry leading technologies and linking them together to form a cohesive, easy to use, affordable package, Essential Data Services is able to provide small and medium sized businesses with such a robust and flexible document management/Imaging solution.
Scanning is done on-site by the customer, so that complete control of the documents remains with the client at all times. Depending on the scanner chosen, anywhere from 20 to 60 pages are automatically scanned per minute.
Documents are available, for multiple users, the instant they are uploaded to the servers, keeping our customers just that little bit ahead of their competition!
- Assessing needs - Our dedicated technical team will assess the needs of an organization, discussing the volume and types of documents to be digitized.
- Scanning - The OCR software (InputAccel from Captiva) and IBM’s Content Manager Client application are installed on the client’s computer and the client must decide on a scanner to purchase/lease.
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Scanning documents using a high-speed scanner at the client’s office |
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Using OCR (Optical Character Recognition) or barcode reader software to capture specified fields and index the documents on these fields |
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Automatic uploading and storing indexed documents on our secure servers |
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Using a content management application to retrieve and manage the documents |
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For each type of document to be scanned, the client must decide which pieces of information they would like to use to search for a document. For example, one might find it convenient to search
by the invoice number and date. The fastest and easiest choice is a bar code, if it exists.
As documents are scanned
in, the OCR software
automatically changes
the specified fields to
a computer-readable format, and the documents are indexed. In the case of indexing
by bar code, there is no conversion necessary; the bar code number is read automatically, saving even the small conversion and validation time. The OCR software automatically sends the indexed, scanned images to our servers which are co-located in the ultra-secure TELUS data centre.
Functionality - IBM’s Content management software captures, stores, manages, integrates and delivers all forms of digital content across an entire company, and even extending to customers, suppliers and partners.
Accessibility - It provides a unified approach for managing multiple content types. The content management application is accessed by password so that only authorized individuals have access to your documents.
You can capture and store all forms of structured and unstructured content including paper documents, reports, photographs, faxes, spread sheets, email and instant messages while enabling streamlined web content management functionality.
The content management solution is designed to help you transform your business processes by integrating, analyzing and efficiently managing all of your documents throughout their lifecycle. We enable you to improve productivity while helping you to increase your total
ROI across your organization.
This methodology helps leverage your information assets while lowering costs by allowing you to integrate content from multiple, disparate sources as if it were stored in one unified system. Our solution allows you to distribute all types of content across your entire company - to customers, employees, partners and suppliers whenever you need to, wherever you are, on demand.
