Many verbiages are probably circulating regarding your paper or digital trail. We’re here to help you understand the difference between document imaging and document management. Also, we’ll help you determine which one might be the better option for your company.
Document Imaging Defined
Document imaging, in basic terms, is the process of converting a physical document into a digital document. The process involves scanning paper files and converting them into your preferred format, such as TIFF, JPEG, or PNG.
The core difference between document imaging and management is that imaging scanners process files as pictures, not documents. People can read the text on the page but will not view it as text. However, the scanner can still index and read the documents.
Document Management Defined
A document management software system allows you to scan and search for documents. However, document management is extensive. It involves a series of services performed by a document management provider that often combines printer and copier management.
Understanding the nuances is challenging because people often interchange the terms “document management” and “managed print services.” However, document management is part of a managed print provider’s job.
For example, document management might involve:
- Limiting employee print quantities or abilities (such as printing in color).
- Controlling document releases.
- Other print-control-related duties.
In other words, managed print service providers offer more than scanning paper documents into virtual assets.
They are skilled enough to evaluate your entire fleet of printing equipment and your current usage practices to strategize how to improve efficiency. After the digitalization, providers offer other solutions, such as reducing your print costs with document management software.
Is Document Imaging or Management Better for My Business?
Document imaging is beneficial because it helps you improve your file security and organize your paperwork. However, file retrieval and data management aren’t easy without high-quality document management software.
Document management is more extensive than mere digitalization. It entails monitoring printing practices to save money and implementing a cybersecurity strategy to protect your digital files.
Contact Micro Records today when you’re ready to discuss document management’s benefits and the features you want in your document management software.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.