8 Document Capture Terms & TLAs To Know

8 Document Capture Terms & TLAs To Know

Work in an office? On a campus? In a hospital? Chances are you’ve heard of DX. DX – digital transformation – is a fundamental change in how organizations use technology, people, and processes to substantially impact business performance. Artificial intelligence (AI), machine learning (ML), and virtual reality (VR) are three popular components of DX but one of the basic methods of digitization starts with simple document capture.

Document capture as a key element of digitization will be a driver in transforming most small-to-medium businesses by 2025 but it still may be hard to decipher all the terminology you read and hear from your colleagues and office equipment providers. Understanding the differences between DMS and ECM is critical when choosing how to use technology to convert your paper-based processes to digital workflows. Here are 8 document capture terms and three letter acronyms (TLAs) you should know as your business goes through a digital transformation.

DMS

A document management system uses a computer and software to store, manage and track electronic documents and electronic images of paper-based information. Images are commonly captured by a document scanner, through email, or a different method. Key features in document management include check-in/check-out, locking, version control, roll-back, audit trails, and annotations.

ECM

Enterprise content management systems collect and organize information for use by designated stakeholders including, business executives, customers, and vendors. ECM systems combine policies, procedures, and devices to capture, manage, store, preserve, and deliver information that supports critical organizational processes.

ICR

Intelligent character recognition takes handwritten and/or printed characters and uses scanning technology and software to interpret them so that they can be transcribed into an organized format that can be recognized and understood by a computer.

OCR

Optical character recognition takes printed or written text and transforms it into a standardized format that can be recognized by a computer. Software or hardware equipped with OCR capabilities scans text character-by-character, analyzes the image, and then translates the character image into character codes commonly used in data processing.

PDF

Portable document format is a file format used to present and exchange documents reliably, independent of software, hardware, or operating system. Invented by Adobe, PDFs can contain links, buttons, form fields, audio, video, and business logic.

QA

Quality assurance is the process of preventing mistakes and defects by verifying that scanned documents and images are legible, contain no unwanted images and are separated correctly.

Retrieval

Capture retrieval offers users a quick way to query a vast collection of images and data within a document repository or external database.

TIFF

Tagged image file format is a common format for exchanging raster graphics images between application programs, including those used for scanner images. TIFF files are commonly used in desktop publishing, faxing, 3D applications, and medical imaging applications.

These aren’t the only document capture terms you’ll come across, but they are a great start when beginning your journey into digital transformation. Are you ready for perfecting simple imaging (PSI)?