The Fundamentals of Document Capture for Microsoft Dynamics, and Why They Matter

Last month, I outlined the benefits of using document imaging with Microsoft Dynamics AX, GP, and NAV. Now I want to explore the process further and discuss how paper-based information gets captured.

In this article, I address the document-capture process in some detail. Next month, we will use this information to contrast centralized vs. distributed processes so you can make an informed decision about which approach is best for your Microsoft Dynamics environment.

Capture is defined as the process of importing documents and information into a digital format for processing, management and storage. It is a critical part of any document imaging system and can account for nearly eighty percent of that system's ongoing costs. Understanding the capture process can help eliminate potential long-term problems and ensure a successful imaging project.

The document capture process in detail

Document Capture is a multi-step process. Regardless of your ERP application, these steps are universal and must be performed, but not necessarily in the order below. The steps for document capture include:

1. Prepare: Paper documents such as invoices are prepped for feeding into a scanning device, i.e. removing staples or inserting separators to ensure that downstream steps can distinguish one document from another.

2. Scan: Stacks (batches) of documents are placed in the scanning device feeder, the operator presses the green button and images are sent to a shared location. Devices range from an inexpensive fax machine to a costly100-page per minute production scanner. The ubiquity of multi-function printers such as the digital copier has made it possible for all of us to be scanning operators.

3. Process: Processing separates the documents from the scanner and turns them ...