Get rid of your hard copy documents!
Document ONE has an optional Scanning database which enables you to scan documents and file scanned documents into document libraries.
Read about the system requirements for scanning in Document ONE.
Scanning Documents in Bulk
Hard copy documents can be scanned in bulk by inserting a separator sheet between each document. Separator sheets enable the scanner to distinguish between the end of one document and the start of the next one.
The scanning process in Document ONE is very simple, three-step process:
- Open the Scanning database and click the Start Scan button;
- Load the hard copy documents into the scanner; and
- Click the Scan Pages button to activate the scanner.
Once all the documents have been scanned, they are displayed on the screen so that the person doing the scanning can review them for accuracy:
Documents which have been scanned accurately (i.e. they don't need to be re-scanned) are then saved.
The saving process requires the user to enter basic metadata for each document (e.g. Author, Title, Date Created). It also attaches an image (in .tif format) to each scanned document. If the user chose the 'OCR and Save as Document' option, then a .txt file is also attached to the document.
Filing Scanned Documents
Once scanned documents are saved, they are moved to a different part of the Scanning database, for action by the business owners of the documents.
Business owners can review scanned documents for accuracy in the Scanning database, and then file them into document libraries in exactly the same way that they file emails:
The filing process creates new Document ONE documents which contain:
- The metadata which was entered in the Scanning database;
- The scanned image (in .tif format); and (optionally)
- The .txt file containing the text of the document (if the person doing the scanning chose the 'OCR and Save as Document' option).
The business owner can then manage these documents as required in Document ONE. For example, they might assign a document to another user for action, or complete it if no further action is required.
Scanning Supplier Invoices
Are supplier invoices routed for approval around your organisation in hard-copy format? If so you might be interested in a system called AP-EAS (Accounts Payable - Electronic Approval System).
AP-EAS removes the paper from the process of approving supplier invoices. It does this by scanning all supplier invoices and routing them electronically to users for approval.
AP-EAS does far more than acting as a repository for scanned invoices - it integrates tightly with your financial system so that:
- Nominated users can prepare invoices (i.e. enter the GL codes) for other users to approve.
- Approvers can only approve invoices up to the limit of their delegated authority.
- Approvers can see from their desktops how much budget is remaining for a particular account.
- ... and much more!
For more information about AP-EAS, please visit www.ap-eas.com.
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