How does your business create and move content into your content repositories for reuse, distribution, and storage? Daily, your staff creates office documents, forms, and scanned images, and sends and receives faxes and e-mail messages. In addition, business applications utilized by your organization also create content via ERP systems, e-billing, financial applications, Web forms, and XML tools. Through this aggregation, data inputs from different creation and authorizing tools are combined. To efficiently intake and manage this content, your business needs to review, modify, and enhance its processes for capturing content.

Marco can help you determine which technologies best fit your content capture needs. The two ways to capture documents are scanning and electronic processes. Listed below are samples of the most common technologies Marco can implement for your organization:

Document Scanning
Scanning applications allow your staff to cost effectively scan and capture data from a few single documents to a high-volume of multiple documents. Utilizing intelligent barcode recognition, scanning systems can automate the indexing process with bar codes and utilize full-text OCR.

Virtual Rescan
Virtual Rescan (VRS) technology from Kofax improves both the quality of the scanned images and the automated capture of information from your paper documents and forms. It enables your business to lower scanning costs, reduce data entry costs, and provide your staff with faster access to the information they need.

Image Enhancement Marco provides a variety of image enhancement features to transform your documents into accurate, retrievable information:
	•	De-skewing - is the straightening of a crooked image.
	•	De-speckling – any erroneous dots (bits) on a page will cause problems as the software will attempt to translate them. De-speckling will remove this erroneous data.
	•	Cropping - is the process of selecting and cutting out (deleting) any unnecessary parts of the image by focusing on a smaller section. It reduces the size of the image to be stored.
	•	Distributed Capture – is the process of capturing data by scanning documents from remote locations. This can be accomplished today with multifunction printing devices and dedicated scanners.
	•	Text OCR (Optical Character Recognition) – is a software package that will recognize and translate bit mapped images into machine-readable text. OCR may operate on the entire image or be used in conjunction with forms processing software to isolate particular fields on the form.

Batch Processing
Batch processing saves you time by quickly delivering documents such as invoices and key data field values to your online archival and retrieval systems for further processing without a lot of manual data entry.

Indexing
The centerpiece of a document imaging system, a well-designed and implemented indexing system establishes the groundwork for a smooth flow for tracking and retrieval of information that is managed and stored in a database. Tools used include full text OCR, zonal OCR, manual typing, etc.

Marco can assist you in determining the most effective technologies to store and manage the content you have efficiently captured. A combination of many different tools and techniques may be utilized to move content around your organization:

Collaboration Tools - allow multiple users to work on the same content in a common environment (collaborative authoring, video conferencing, shared white boards).

Document Management Software – controls and organizes documents throughout an enterprise.

Records Management – enables an enterprise to assign a specific lifecycle to Individual pieces of corporate information from creation, receipt, maintenance, and use to the ultimate disposition of records.

Workflow – is a software concept that has been implemented in the imaging industry to electronically enable and track business processes. While workflow can be manually (paper) driven, in the document imaging industry, it is software driven. This software is designed to control and track tasks as they move through an organization.

Library Services – allows users to check in/out of documents and control document versions across Alchemy repositories. This is especially useful for regulated industries and records management to show a rendition “trail.” Foldering and indexing automation assure your staff will easily and quickly find the documents they are looking for. Supported in over 250 file formats, each document can be kept in its native language.

Marco’s document management professionals can help you determine which technologies best fit your content “capture, manage, and storage” needs.

It’s not enough to capture, manage, and then store your company’s critical documents. You also need a system to efficiently retrieve and deliver the information to the right individuals at the right time. Marco has several retrieval and delivery technologies available to complete your document management workflow.

How do you get the right content to the right audience on the right device? The delivery format requirements vary per audience and content type. Several formats include:

COLD/ ERM (Computer Output to Laser Disk/ Enterprise Report Management) – is an alternate solution to printing large volumes of paper reports. COLD/ERM technology is used to download data (not images) directly from a computer to a laser disk. CD-ROM and magnetic technology are utilized for storage with these technologies. In a COLD/ERM application, computer reports and statements generated by an application are transferred in their original print or spool file format. Such reports and statements can be automatically indexed during the download process. Users are able to view the documents in the same format as paper, but without having to spend the added dollars paper output.

Fuzzy Logic Queries - allows you to search by a word that may or may not be an exact match (i.e searching for ‘bil-o-lading’ finds ‘bill of lading’).

Wild Card Searches - allows you to search by parts of what you are looking for.

Web Access to Documents - allows remote users to access information from their document management system from anywhere in the world. You can also print, fax, and email documents as needed right from your Web browser.

Preservation of captured, managed, stored, and deliverable information is also critical. Long-time archiving and storage methods for your company’s essential content can include paper, film, optical, and disaster recovery services. Marco can help you determine the most effective tools to preserve and retire your documents.