Document Imaging in Business Part 2: The Power of Imaging

Finally, each document is linked to a specific transaction

. A transaction, in this case, is an electronic packet that serves only to form a group of related documents, such as an order form, receipt, shipping invoice, and proof-of-delivery that all relate to the same sale. Linking provides the final audit trail to establish the validity of a given document and/or transaction. Because of the tagging and linking processes, an image file has an incredible amount of power, far beyond what a document could ever have. Unlike the physically-limited nature of a paper-filing system, a single image can be parsed into dozens of different searchable groups by tag, so that looking up "every invoice between September and October '09" is less a matter of searching through dozens or hundreds of customer files for the relevant invoices and more a matter of putting a couple of tags into a document management program and waiting less than a second. In this way, document management software increases the efficiency of paperless offices at the same time that it saves storage space and paper costs.

Document Imaging in Business Part 2: The Power of Imaging

By: Manuel Montesino

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