Document Capture & Storage

Document capture and storage is the process of capturing documents from the point of origination and storing them in a repository. A repository is usually part of the content management and collaboration system. Documents may be in paper form, which are scanned, validated, and stored in the repository. Document capture and storage encompasses legacy documents as well, eliminating paper filing requirements. ECS currently offers services for scanning documents and incorporating document capture and storage into workflows that currently require paper. As document capture and storage progresses, documents will be able to be captured in multiple forms from multiple devices, including e-mail, fax, mobile scan, and more. A workflow example of document capture in the organization is the input of invoices into the accounting system. Invoices are immediately captured, whether from a paper or electronic source, validated, and stored in the repository. Additionally, invoice number, amount due, due date, and other important information is captured from the invoice and sent to the accounting system. From the accounting system, invoices are able to be processed digitally and funded efficiently by the accounting office. Document capture plays a vital role in the efficient and accurate funding of invoices.

By capturing documents, the organization is able to manage content, providing accessibility. Research suggests that filing a document costs on average  $20. Finding the document after it has been filed, if misfiled, costs $125. If the paper document is lost, the cost increases significantly to $350 to $750. Capturing this information as part of a workflow is important as organizations move towards more accurate decision-making objectives.

Document capture solutions offered by ECS: Kofax Capture System