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When It Comes to Document Imaging, Assess the Data Capture Process Before Selecting Software

by David Guilbault
Director, Customer and ISV Development for ImageTag,

Like many other business processes, document capture is designed to work in a centralized or a distributed manner. What is the difference?  Simply stated, centralized moves the paper, distributed moves the images.

If you're investing in an imaging solution for Microsoft Dynamics GP, NAV or AX, you should be thinking about how you're going to capture paper-based information. Capture is a critical piece of the document imaging solution and can drive the overall success of your project. This column features some of the pros and cons to help you better understand the differences. I've also listed some logistical details that are worth considering before making this type of investment.

The Pros and Cons of Centralized Capture

The key factor is aggregating documents to a central point introducing economies of scale that enables automation. Like a centralized file room, all documents are maintained in one location and managed by dedicated workers. Processing can take a more automated approach using advanced techniques such as data extraction. However, it may require a new department, new workers and new equipment, which increase costs. Consider:

  • Invoices come into a central mailroom directly from vendors or from remote offices that did the purchasing. They're moved to the "scanning room" for prepping and imaging. Because the scanner cannot determine one invoice from another, personnel must separately scan each invoice or insert separators for batch scanning (batch scanning is the most productive).
  • Everything is controlled through batches; batches get prepped, scanned, processed and indexed. Typically there is software involved in creating and tracking the batches. Since individual documents are not tracked, loss is a real possibility, which is a big reason for ...

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About David Guilbault

David Guilbault is Director, Customer and ISV Development for ImageTag, where he is responsible for managing customer and partner relationships, as well as insuring their success with the company's KwikTag solution. Previously, David headed Product Management at ImageTag, where he was instrumental in transforming a patented idea into a software platform that is applicable to every document, user and business. Prior to joining ImageTag, David spent eight years with Xerox. This tenure gave him an inherent knowledge of documents and their importance to an organization. With more than two decades in technical sales, systems engineering and product management, David has invaluable expertise in helping customers streamline their business processes using technology. David is a U.S. patent holder with a degree in Computer Science from the University of Southern Maine.

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