10 Steps to a Digital Practice in the Cloud, 2nd Edition

6

Scanning Solutions

We start this chapter by clarifying the role of your scanning process, which is to convert paper documents into electronic images that can also be converted into “machine readable” content that can be processed by software applications. This may be as simple as being able to search for specific text in the document or going all the way to recognizing data on a form and transferring that data directly into a software application. A classic example is to identify the wages and compensation figure on a W-2 form and transfer that number directly to the tax preparation software “hands free.”

The key topics we will cover in this chapter include the following:

• Centralized versus distributed scanning model

• Alternative scanning devices

• Image processing software

• Document processing software

• Workflow integration

Centralized Versus Distributed Scanning

It is much easier to start a good habit than it is to break a bad habit. The same can be said for defining a business process. It is much easier to design the optimal process from the start, rather than trying to change an ill-conceived process down the road. When it comes to your scanning process, for most of us, it is still early enough in the game to change your approach without disrupting your firm too much. This all ...